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General Overview:

In the system, there are four question statuses:

• In use - the question that is in use in the protocol

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• Not in use - the question that was in use but at the moment there’s no need to enter more data on it for a period of time. The data collected from this question is still displayed in the reports

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• Archived - the question that was archived with no ability to use its data anywhere in reports

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• Undefined - the newly created question, the status of which is undefined

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Changing the question status

All the questions visibility settings are copied while copying the protocol version/custom modification.  BUT: changing the visibility status in any of the protocol versions doesn’t affect the visibility status in other protocol versions.

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Tip: Use the toggle to switch before the Root version and the current version of the protocol.

The question statuses are changed at the protocol level. To do this:

1. Navigate to the Protocols and select the required one

2. Switch to the required custom modification or stay at the root version if required (link)

3. On the left, select the required survey and the Survey content will be displayed on the right

4. Set the required question status/es

• To set the question “In use”, you are to check the box near the required question in the survey

• To set the question “Not in use”, you are to uncheck the box near the question

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• To archive the question, click three dots next to the required question and select Archive

Archiving a Bundle / Setting the Bundle Not in use

You can set the bundle not in use or archive it. But take into account that "switching off" the bundle which is a part of a scoring group stops collecting data on this bundle, and the graphs will contain only the data collected before switching the bundle off.

• To unarchive the question, click three dots next to the question and select Restore. The question will automatically be set In use

5. Click SAVE when ready

6. Click Simulate to see how the survey will look for the investigators / patients

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Hiding/showing the unused and archived questions

To simplify the work with the protocol, you can hide/show the unused and archived questions:

1. Go to Protocols and select the required one

2. Switch to the required modification or work with the root version if required

3. Switch off the toggle Show unused and archived to hide the unused questions (or switch on the toggle to show them)

Data Display/Availability

Undefined questions are only visible to the inCytes admins. These questions don’t get into the surveys (can’t be completed) and therefore don’t get into the reports and graphs.

In Use questions are visible to all users (admins, investigators, patients) in all areas. The questions can be answered and the data collected from these questions are visible in the reports and on the graphs.

Not in use questions are visible to the inCytes admins. The questions can’t be answered in the surveys since they are not displayed in the surveys anymore BUT the data collected from these questions are visible in the reports and on the graphs.

Archived questions are only visible to the inCytes admins. These questions don’t get into the surveys (can’t be completed) and therefore don’t get into the reports and graphs.

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Questions marked as PI, even if they are set in use, are not available in Cohort filters for the users who have no access to them. Read more about Circle Data Ownership

In the user modification, surveys, questions, and bundles with the "Not in use" (unused) status are available in the report builder to select for Cohorts or Y axis.