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Manage collections

The Study Documents page shows the document base for the active study. It shows all documents, verified answers, and artifacts for that study as cards.

Open the Study Documents page​

  1. In the sidebar, click Study Documents.
  2. The study name at the top of the page shows the active study.
  3. To change the study, click the study name and select a different study. Type in the filter box to find a study by ID or sponsor.

The study collection picker​

The study you select on the Study Documents page is also the active study in the sidebar's Study collection picker. The picker sets the study for chat, Users (external contacts), Visits, and the Study Documents page. When you change the study in one place, all views change.

Refresh keeps your place

The page address includes the current view (for example ?view=collections). When you refresh the page or open a shared link, Navigator opens the same view.

Find an item​

  • Type in the Search this study… box to filter cards by title or label.
  • Click a filter chip to show one kind of item:
ChipShows
AllEvery item in the study
DocumentsStudy documents, including your personal and confidential documents
KnowledgeAnswers that a contact verified
ArtifactsArtifacts saved for this study
Site-wideDocuments that apply to every study at your site

Read the cards​

Each card has a colored label that shows the kind of item:

  • Document type (for example Protocol Document or Lab Manual) - a shared study document.
  • Personal - a document only you can see. See Personal documents.
  • Confidential - a document sealed from site administrators. See Confidential documents.
  • Verified answer - an answer that a contact verified.
  • Artifact - a saved artifact. See Save and share artifacts.
  • Site-wide - a document for all studies at your site.

Click a card to open it. A document opens in the document viewer. A verified answer or an artifact opens in a dialog.

Card actions​

Click the ... menu on a card to see its actions. The actions you see depend on your role and on the item.

ItemActions
DocumentDownload, Amend, Manage access, Delete
Verified answerDelete (site administrators)
ArtifactEdit, Share, Delete (the creator)
Site-wide documentDownload

Sponsor-managed documents have no Amend or Delete action. Only the sponsor can change them.

On a personal document, you see Delete if you uploaded it. On a confidential document, members see Manage access and Delete. See Confidential documents.

Create a study collection (site administrators)​

  1. On the Study Documents page, click New Collection at the top right. You can also click the study name at the top and select + Create New.
  2. Do the steps in Create a new collection.

Rename a collection (site administrators)​

  1. On the Study Documents page, select the study.
  2. Click Manage. The Manage collection dialog opens on the Collection Settings tab.
  3. Change the Protocol ID or the Sponsor name.
  4. Click Save.

The new name shows everywhere the collection appears, including chat and artifacts. Choose the final protocol ID carefully. This keeps staff and reports consistent.

If your site has a CTMS, link each study collection to its CTMS study. Patients, Finance, chat, and protocol access then read the CTMS study that you link. The collection name and the CTMS study name can differ.

  1. On the Study Documents page, select the study.
  2. Click Manage. The Manage collection dialog opens on the Collection Settings tab.
  3. In the CTMS study section, read the current link. It shows Not linked, Linked to a study, or Marked as not in the CTMS.
  4. If Navigator shows Suggested CTMS study, click Use this study. Or pick a study from the list. Pick Not in the CTMS if the study has no CTMS study.
  5. Click Save link.

A CTMS study can link to one collection only. A study that another collection uses shows in the list with that collection's name, and you cannot pick it.

To remove a link, click Clear link. When you change or clear a link, Navigator marks the billing rows from the old study for review in Finance.

If a study has no link, Patients and Finance show a notice. Click Link it in Study settings to open this section. Other users see Ask a site admin to link it in Study settings. Until you link it, Navigator reads the CTMS study that has the same name as the collection.

If another collection already reads this CTMS study by its name, Navigator warns you before you save. Click Link anyway to continue, or Cancel. The other collection shows no data until you link it to its own CTMS study.

Delete a collection (site administrators)​

  1. Click Manage, then click the Delete tab.
  2. Click Delete collection.
  3. Type the protocol ID to confirm.
  4. Click Permanently delete collection.

This deletes every document in the collection. You cannot undo it.

Failed uploads​

If the last upload to a study failed, a message shows above the cards. Click Dismiss to remove it. For site administrators, the study list shows a warning mark next to a study with a failed upload.

Best practices​

  1. Keep document types accurate. Chat citations show these labels.
  2. Amend documents promptly. Staff then know which version is current.
  3. Use one collection per protocol. Do not split a protocol across collections.