Before I forget, here is the process from start to finish for setting up a Redcap project with a survey and tracker form and using participant list to generate the unique survey links (to be used in snail mail invites).
This process allows for the study coordinator to do: batch record management of mail & response dates and types in study tracker by Redcap data import tool (Excel/csv) individual record management via Redcap batch management of unique survey URLs, generated by Redcap participant list ------------------------------------------------ REDCap Software - Version 6.0.12 Create new project, blank >> Main project settings, use surveys (enable) >> Enable optional modules and customizations, auto-numbering (DO NOT ENABLE, >> MAKE SURE DISABLED) Edit instruments - rename "My First Instrument" to "tracker" - tracker must be in *FIRST POSITION*, DO NOT enable it as a survey - create a new instrument, add instrument here (make sure it is in second position), name it "survey", ENABLE it as a survey, in the "set up my survey" tab make sure to set "allow save and return later" to YES Data Dictionary (upload gpc_test_001_DataDict.csv) Project setup >> Enable optional modules and customizations, Designate an email field to use >> for invitations to survey participants (enable), set it to the "dummy_email" >> field in the tracker Edit the tracker.csv file, set the dummy_email field. To use Redcap participant list to generate survey links you must send email invites, so we used a dummy email address in the tracker "email" field for this purpose. For testing, I set them all to my own email address and just dump them to a folder in my email client. The dummy email will also receive "Survey partially completed" emails whenever someone saves a survey without submitting it. Data import tool, upload tracker (gpc_test_001_Tracker.csv) Manage survey participants, compose survey invitations, check all, give a subject/body to the dummy email, send emails (make sure your "from" address won't get SPAM blocked by your local IMS team!) Manage survey participants, export list (Excel/csv). You can use this functionality to copy-n-paste/merge into the tracker field "survey_link", which should be handy for creating the snail mail surveys. Note, when someone saves a partially completed survey, they will need the return code to go back and complete it. Return code is unique to the survey response, no matter how many times they save and return, it will be the same. If needed, the study coordinator can look this up for someone by searching for the parent first and last name in the tracker form (in Excel/csv), then access the individual survey through the record status dashboard by record_id. Ideally we would create the survey snail mail invite as an auto-generated document within Redcap using fields from the tracker, but we haven't tested this yet. Optionally, the study coordinator can use Redcap reporting to print what they need for the mailers. ------------------------------------------------ For the obesity survey, we are planning to send out a python program that will extract the contact info from EPIC, format addresses into standard USPS post-able format, compare addresses and assign a family_id (because we only want to send one survey per household for siblings in the cohort), randomly choose one participant per family, bin the participants by sex/age/bmi, randomize study ID within bins, output the first 250 in each bin in as the tracker form to be initially loaded into the Redcap project, and output a separate file of the remaining participants who can be added to the tracker later should successive waves of invites be needed. Soon we will be asking some sites to help test this. - Angela | UTHSCSA
gpc_test_001_DataDict.csv
Description: gpc_test_001_DataDict.csv
gpc_test_001_Tracker.csv
Description: gpc_test_001_Tracker.csv
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