How do I lock/unlock an input form?

Learn how to lock an input form so that no more data can be changed or entered.

Locking a form:

Once all required subject data has been entered and you wish to prevent changes from being made or additional data from being entered, you can lock an input form. The permission to lock a form does not depend on the fill-out status of a form, i.e. even when required fields are not provided or if there are open queries on the form, the form can be locked. The prerequisite for the locking, however, is that the locking has been created in the setup. 

⭐ Good to know: 

Unlike with signature(s) the (un)locking of a form does not require you to enter your password to (un)lock it. Any user with the permission to (un)lock can do so and more than one role can (un)lock specific forms if set up accordingly in the settings. 

If both locking and signing a form is required, you must lock the form first before it can be signed.

1.	Open the input form you wish to lock.
2.	At the top left, you will find the individual input forms under the study steps. Directly next to the name of the input form you will find a small red lock sign. Click on it.
3.	A small pop-up window opens. Here you are asked if you are sure you want to lock the form. Click "Yes" to confirm.
4.	In the next pop-up window you will now see your own name and role with which you lock this input form. Further down, you can choose from four different options ("completion", "addition", "correction" and "other" to specify the reason for your locking. By default, "completion" is displayed first. You can use the other reasons if you have already locked this form before and want to lock it again for various reasons (e.g. data correction). You can also enter a comment below (if desired, not required). Then click on "Confirm".
5.	After you have saved your entry, the lock icon changes to green. This means that the lock was successful. Now all input fields of the locked form are greyed out and it is not possible to change or add data (unless this form is unlocked again. Read more abut this below).

Locking overview:

⭐ Tip: 

If you do not lock the input forms directly after entering and/or reviewing data, but later on, you can easily move to the input form(s) pending locking via the subject overview.

⭐ Good to know: 

The locking column can display red, yellow or green lock icons. Same as with signature(s), queries and (S)AEs the colour reflects the lowest locking status if more than 1 forms are to be locked. A yellow lock means that at least one of the applicable forms has not yet been locked.

To check which form is pending locking, refer to step 2 below.

⭐ Good to know: 

The locking information adjusts to each visit (step) and form that you open via the dropdown menu (starting with "All steps") in the subject overview – same as with queries and signatures.

This means that you will see the locking icon with the applicable colour reflecting the locking status depending on:

• the visit (step) and form level that you are at
• whether any forms within this step are included in locking procedures or not
• whether all, some or none of these forms were already locked.

To view and access the forms that you wish to (un)lock:

1.	Open the subject overview of the study and click on the lock symbol/icon for the respective subject in the locking column.
2.	A small pop-up window opens. If you now click on the small arrow symbol next to the study steps, the individual input forms for this study step will open. Click on the input form you want to lock or unlock.
3.	As soon as you click on this button, you will be forwarded to the respective input form. Now you can carry out the steps described above.

Unlocking

If data changes are needed after the input form has been locked (e.g. due to incorrectly entered data, etc.) the form can be unlocked again for correction. To do this, repeat the above steps, except this time click on the green lock in the input form.

Bulk locking

If the bulk locking function is enabled in your study, you have the capability to lock input forms for up to five subjects. To do this, select the respective subjects in the subject overview and then click on "Lock Scheduled Events" located under the "Actions" section.

A pop-up window appears. At the top left corner you can select in which steps you want to lock the input forms. By default, all steps are selected. Additionally, you can use the toggle to decide whether you want to save the same reason and, if applicable, the same comment for the locks. After you click on "confirm", all selected forms will be locked. 

⭐ Good to know: 

1. In general, you can have the option to lock (specific) ePRO forms if this has been set up in the study and ePRO form settings. This prevents subjects from making changes after completing the questionnaire even if the weblink might not yet be expired.
2. Only users with login access to Climedo can lock forms as per set-up. Subjects cannot lock their own ePRO forms!
3. Unscheduled and samples forms can be locked if the forms were set up accordingly.
4. If both locking and signing are required in an input form, the form always needs to be locked first before it can be signed. If an input form is unlocked again, this does not result in the signature being removed.

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How to bulk lock

As a monitor, you may need to lock multiple input forms for several subjects to prevent any data from being changed. With just a few clicks in our system, you can lock all or multiple input forms at once for up to five subjects. Please note that this function must be enabled and is user role specific (does not require a password entry). If the feature is not available to you, please speak to your project manager. Unlocking a form is still possible on form level only (no bulk unlocking).