Queries are intended to be used by administrators and monitors to raise questions about the form data for investigators to answer, and for investigators to notify administrators and monitors of any issues they are aware of in completed forms. Queries can be linked generally to a participant, or more specifically to a particular form for a participant. Queries may only be closed by administrator users. Investigators can create new queries and add messages to existing queries. Check permissions for query viewing and creation on the specification page.

Opening queries

A query can be opened either on the participant details section or when viewing a form by clicking on the Create a query link. The query must be given a title and an initial message. To link the query to a specific form in the CRF, choose the appropriate form from the related form drop-down control. Once it has been created, the query will be shown on the participant details panel, and form-specific queries will also be shown when viewing the form. In addition, if a form has an open query attached, an amber question mark symbol appears next to the form name in the participant details panel.

Note that creating a query or re-opening a closed query linked to a form will cause the form to be marked as not validated.

Creating a new query

Adding messages

Messages may be added to queries by users, forming a conversation thread. Administrators can close a query when the issue has been resolved. Administrators may also re-open a closed query by setting the action to 'Reopen' when adding a new message to it.

Viewing an open query

When viewing a query, printing the web-page will display an extra box that asks the investigator to write their response, with signature and date. This may be useful for the site's own records or workflow.

Response box shown when printing a query

Email notifications

When a query is created or updated, an email notification is sent out to the following recipients as follows:

  • On creation: all users who can view queries at the same site as the participant the query relates to (providing they have permission to view the form the query relates to);
  • On update: all users who have participated in the query - that is the user who created the query and any user who has added a message to the query.
Query notifications are NOT sent to notification accounts!

The format of the notification email is shown below:

From: Sealed Envelope
Subject: [Trialname] Query updated
Date: Thu, 22 Oct 2015 15:43:22 +0100
To: joe@trialsite.org, admin@trialcentre.org

A query "Confirm date of birth" has just been updated by Joe Bloggs (ID 8). You can view the query here:


Note, this message was auto-generated on Thu 22 Oct 2015 15:43 Europe/London (GMT +0100).

Listing queries

A list of queries grouped by site is displayed by clicking on the Queries link in the top menu. The conversation thread for a query can be viewed by clicking on the query in the list. This view also displays links for editing the query or viewing the related participant or form.

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