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Upload documents

A study collection holds all files for a protocol. Examples are the protocol, the lab manual, the investigator guide, slides, and spreadsheets. Navigator reads and searches these files when you ask questions in chat.

Who can upload​

UploadWho can do it
A personal document (Just me)All users who can open the Study Documents page
A study document (Everyone in this trial)Site administrators, site editors, and administrators
A site-wide document (Everyone at my site)Site administrators and administrators

See Roles & Permissions for details.

Supported file types​

CategoryFormats
DocumentsPDF, Word (.docx, .dotx, .docm)
PresentationsPowerPoint (.pptx, .potx, .ppsx, .pptm)
SpreadsheetsExcel (.xlsx, .xlsm), CSV
Web & textHTML (.html, .htm), Markdown (.md)
ImagesJPEG, PNG, TIFF, BMP, WebP

A collection can hold PDFs and Office files together. You do not need a different collection for each file type.

Upload a document​

  1. In the sidebar, click Study Documents.
  2. Make sure the correct study shows at the top of the page.
  3. Click Upload. The Add document panel opens.
  4. Drag one or more files into the panel, or click to browse.
  5. Under Who can see this?, select one option:
    • Just me - a personal document only you can see.
    • Everyone in this trial - a study document for all users with access to this study.
    • Confidential - a study document that stays hidden from site administrators. See Confidential documents.
    • Everyone at my site - a site-wide document for every study at your site.
  6. Click Next: Name Files →. The next step shows a Visible to: line with your choice. Click ← Back to change it.
  7. For each file, type a document type (for example Lab Manual). Site-wide documents do not need a document type.
  8. Optional: if a study document contains the Schedule of Assessments, select the Schedule of Assessments checkbox. Navigator then builds the visit schedule for the Visits tab.
  9. Click Upload.

Who can see this? shows only after you add a file. You only see the options that your role allows. When processing is complete, the panel shows Document uploaded and processed successfully.

One document per type: a collection can have only one current document for each document type. To update a document, use Amend. Do not upload a second file with the same type.

Create a new collection​

Site administrators and administrators can create a collection.

  1. In the sidebar, click Study Documents.

  2. Click New Collection at the top right of the page. The Create New Study Collection dialog opens.

    You can also click the study name at the top of the page and select + Create New.

  3. Enter the Protocol ID (for example PROTO-2024-001).

  4. Enter the Sponsor Name.

  5. Add one or more files.

  6. Click Next: Name Files →.

  7. Type a document type for each file.

  8. Site administrators: click Next: Access →. Then choose All site users or Specific users only.

  9. If your site has a CTMS, the same step shows a CTMS study list. Click Use this study to accept the suggested study, or pick a study from the list. Pick Decide later to link it later. See Link a collection to a CTMS study.

  10. Click Create Study Collection.

You can change access later. See Restrict collection and document access.

Amend an existing document​

Use Amend when a document changes, for example a new protocol version.

  1. On the Study Documents page, find the document card.
  2. Click the ... menu on the card.
  3. Click Amend.
  4. Select the new file.

The new file becomes the current version. Navigator keeps the old version as history. Chat answers use the current version first.

Sponsor-managed documents have no Amend action. Only the sponsor can update them.

If the new file is identical to the current version, Navigator does not process it again.

Amending a document does not rebuild its Schedule of Assessments. After the new file is processed, ask the assistant in chat to rebuild it. See Protocol amendments.

Download a document​

  1. Find the document card.
  2. Click the ... menu on the card.
  3. Click Download.

Document types​

Document types give citations a clear label in chat. Common types are:

  • Protocol document
  • Lab manual
  • Investigator guide
  • Presentation slides
  • Data collection form

Use the same type names across your site.

Processing time​

Large files can take a few minutes to process. You do not need to refresh the page. See Tips & tricks.

Troubleshooting​

IssueWhat to do
Upload failsMake sure the file type is supported. Make sure the file is within your site's size limits.
Upload shows a failed messageClick Dismiss, then upload the file again. If it fails again, contact support.
Chat cannot find new contentMake sure the correct study is selected in the Study collection picker. Make sure processing is complete.
You do not see an audience optionYour role does not allow it. Ask a site administrator.