Release notes version 7.1 - CTMS

Dear reader,

The CTMS of ResearchManager is being updated to version 7.1. Please find below the list of added functionalities and improvements. We are happy to answer any questions you may have about the update. For inquiries, please email us at support@myresearchmanager.com. 

 

  In short

Among other things in this version:

• Flexibility for local feasibility: You can now use the local feasibility component anywhere in the process—perfect for approvals at various stages.
• Archived studies: Easily archive studies with a new default status. Users can view-only—safe and organized.
• New permissions for document components: Update document statuses without altering other fields—smart and secure!
• Customizable column titles in Excel exports: Choose between component IDs or titles to suit your preferences.
• Export multiple answers in a single column: Separate answers with commas—ideal for data analysis.
• Comments on approvals: Users can add comments to their assessments  in the Approvals-component without editing other fields—specific and practical.
• Document sorting in review components: Organize your documents neatly by sorting columns.
• Bug fixes: We’ve resolved as many issues as possible.

Read below for details on all the changes.

 

 

 New

• Use the local feasibility component in multiple places within templates

The local feasibility component is a table that displays the departments selected in the supporting departments component, with an "Approval" column offering "Yes" and "No" options. The user who provides the approval is displayed in the column along with the date and time when the approval was saved. This component is primarily used to request local feasibility or approval for each supporting department.

With this update, the "Local Feasibility" component type can now be placed in more than one subchapter of the template. This allows you, for example, to register approvals from supporting departments at multiple stages in the process or to have the various tables propose different evaluations.

 

• New notification options for the local feasibility component

We have added notification filters for the local feasibility component:

• A department has approved.
• A department has declined.

Previously, it was only possible to set a notification when all departments had approved. However, it can also be useful to receive a notification for each individual evaluation. Hence, this enhancement.

• New default status per study: Archived

We have added a new default status to the process: Archived. This status cannot be deleted or modified and is optional to include in the process.

The Archived status functions as follows: when a study is set to this status, all users can only read the data and documents. Only ResearchManager can modify the status again. Additionally, the study overview on the Start page now includes an option to show or hide all archived studies.

If your process already includes an archived status, the difference with this default status is that the permissions in the default Archived status cannot be modified.

• Budget component: "Difference" column customizable

In budget components, it is now possible to have the component directly calculate the difference between realized and budgeted values. Previously, this was set by default as: Budget minus Realized. Now, it is possible to calculate it the other way around: Realized minus Budget.

• New type of permission for document component: Edit status

The document component can now be configured even more specifically with the addition of a new permission: ‘Edit status’.

This allows for a distinction between editing the entire row (such as the title, version number, document date, etc.) and editing the 'Status' field within a row. For example, after the approval of a study, researchers may no longer edit the documents that have already been added, but if they upload a revised version of a particular document, they must update the status of the expired document. The other fields should remain unchanged. By granting the researcher the 'Edit status' permission, without granting the 'Edit' permission, this becomes possible.

• New merge field for email templates

A new merge field has been added to the email templates (emails sent during status transitions). The merge field is a link to the study in the CTMS with the text "Go to study".

 

 

  Improved

• Link title visible in share requests

For new share requests, the title of the link will now be displayed. Since different links with varying content can be sent at different times, it is useful to see which link is being referred to in the share request overviews.

• In the "Incoming share requests" overview, a "Link name" column has been added.
• In the "Outgoing share requests" overview, a "Link name" column has been added.
• In the "Audit trail" for share requests, a "Link name" column has been added.
• On the "Import share request" page, an additional line with the "Link name" has been added.

It is already possible to create a link between different ResearchManager environments, such as between two CTMS environments. With such a link, documents and data can be easily sent and then directly loaded into a new or existing study by the receiving party. If this sounds like something that could be useful for you, please contact your account manager or consultant, and they will be happy to provide more information!

This update only applies to environments where a link already exists.

• Email template order customizable

In the "Management > Email Templates" section, emails can be set up to be sent when a study reaches a specific status. Previously, the order of the email templates couldn't be adjusted on this page, which could sometimes make things a bit less organized. Now, it is possible to drag and drop the email templates into your preferred order.

An additional benefit of this improvement is that the order is also reflected in the "Send Email" pop-up that appears when the "Display mailing list before sending" option is selected for one or more email templates. This way, you can also manage the order of the emails in that pop-up.

• Column titles in the Excel export customizable

A new option has been added to the export settings: column titles. There are two options to choose from:

• Component ID
• Component title

By default, the component title is used as the column title, but with this setting, it is now possible to use the unique ID instead of the title as the column header.

Tip: You can export an Excel file with all components and their related settings, titles, options, and unique IDs via Management > Template > Export template. This way, you’ll have a handy key file at your disposal.

• Option to export data from a Multiple Answers component in two ways in an Excel file

Previously, data from Multiple Answers components was exported to Excel files as follows:

Study	Component title or ID	Answer 1	Answer 2	Answer 3
Test study For RL		1	0	1

In this example, answer options 1 and 3 were selected for the question.

For data analysis, it might be more convenient for the answers to not be split across multiple columns. Therefore, when setting up an export, there is now an option to export multiple answer components comma-separated in a single column. In this case, the above example would look as follows:

Study	Componenttitle or ID
Test study for RL	1; 3

The values of the answer options will then be displayed in the column with a semicolon between them. To view the descriptions of the answer options, you need to merge this file with the export of the template. It is not possible to export the descriptions comma-separated.

 

• Decimals allowed for numeric fields in review components

It is now possible to set how many decimals are allowed for each numeric field in reviewcomponents.

Tip: Fields in review components can be edited by modifying the component, then going to Specific Properties, and selecting the field to be edited under ‘Field’. Make the desired adjustments and don't forget to save. If more fields are needed than available in the list of fields, please contact your consultant or support@myresearchmanager.com.

• Management – User and role adjustments

Application managers, module managers, user managers, and Assistant Scientific Officer have access to the 'Users and Roles' configuration page via Management. We’ve made a few changes to the user table:

• • The phone number column has been removed from the overview.
  • Filters have been added for the following columns: email, login method, status, 2FA, and studies.
  • The unique user ID now appears as the first column in the overview.

• Expansion of rights on the Approval component

The Approval component is a versatile tool that can be used for various purposes. Certain users can be automatically added to it by default, users linked to the selected research or support department can be automatically added, and it is possible to manually add users to the component. It can then be configured so that a user can only fill out their own approval. This is a great way to specifically request feedback from a person!

With this update, there is a nice change related to the rights for this component. There were previously 5 rights available per role: Read, Add, Edit, Review, and Delete. When a user has the "Review" right, they can only review their own row. Other fields in the row, such as the "Comments" text field, cannot be filled in if the user only has the "Review" right. To be able to fill in this field, the user would need the "Edit" right, but this was often not desired, as it would allow editing all fields in the component, including those of other users. However, it turned out to be necessary for users to be able to fill in the "Comments" field in order to provide explanations for their evaluations. As a result, we have added a new right: "Edit Comments."

If you want users to only be able to evaluate their own row and fill in the comments, choose the rights "Review" and "Edit Comments" for that role.

• 'Submitter' column added to the Start overview

• Filters in the Budget component no longer case-sensitive

Filters in the Budget components were case-sensitive, which was inconvenient. Now, it no longer matters whether you type in uppercase or lowercase letters.

• Sort documents in reviewcomponents

It is now possible to sort documents within a row of a review component based on the displayed columns.

• Erase function for columns in grid components

• Hide answer options in review components

 

 Bug fixes:

• Since the previous update, it has been possible to view which studies users are associated with by expanding their entry under "Management > Users and roles" The study title and status are displayed. However, the status was sometimes incorrectly shown in English, which has now been fixed.

• When sorting by the 'Active' column on the 'Management > Export filters' page, a blue screen error appeared. This issue has now been resolved.

• In the previous version, it was possible to set a process transition condition specifying which document types must be uploaded. If a required document type was missing, a yellow error message would appear listing the missing documents. However, when multiple document types were listed and only one was missing, all checked document types were incorrectly shown in the error message. This has now been fixed to only display the missing document types.

• The 'Review' column appeared when adding multiple documents via the Document component, even when it was not activated in the specific properties. This issue has now been resolved.

• When adding multiple documents to the Document component and filling in fields like version number or document date for each document, deleting one document would clear all document columns, even for documents that remained. This issue has been fixed.

• In the previous version, users without roles were not being exported. This issue has been fixed, and users without roles are now included in exports.

• The icon for removing the Sites and Patients components in the template was active, even when the components contained data, which normally prevents the icon from being active. When clicked, a warning error appeared. It was never possible to actually delete the components. This issue has now been fixed.

• An error appeared when adding a patient in the Patients component if the maximum number of patients had already been reached. The error text was unreadable, which has now been corrected.