Managing Surveys in Library Manager

Users with access to the Library Manager can create and manage the translations and availability of library surveys that can be reused in study builds.

Accessing Library Manager

Users with access to Library Manager can access the Library Manager tab in eCOA Vault. See Managing Internal Users for more information on how to grant access to the Library Manager.

The following information is displayed about library surveys in your company’s library:

  • Survey Label: The Survey Label is the formal label of the survey. This is used in Studio, collection documents, and data exports. This label may differ from the display label that respondents see when they are viewing or completing a survey.
  • Type: The Type column indicates whether a survey is configured as an ePRO or eClinRO survey.
  • Description: A short description of the survey.
  • Created Date: The date when the first version of the library survey was created.
  • System Version: The version number of the survey in the system. This number does not correspond to the instrument version.
  • Languages: The number of languages associated with this version. Not all languages may have translations published in the library. You can access the survey to view more details about languages.

You can select the survey label to view more information and manage the survey.

Best Practices for Library Manager

Topic Description
When to Use Library Manager Create a library survey if the survey is likely to be used in more than one study. You can only create library surveys from Library Manager, and not from a study collection.
Allowing Study-Specific Edits You can control whether library surveys can be edited by study teams.

For licensed instruments, we recommend NOT allowing study-specific edits because the content has been reviewed and approved by a license holder.
Translations Always store and manage translations in the Library Manager, even when translations are done for a specific study. This may require additional coordination with study teams.
Creating a new version When you create a new version of a library survey and edit the Survey Configuration, fill in the Summary of Changes field so that you maintain a record of what is changing in this version. The Summary of Changes appears on the library survey page.

Creating a Library Survey

  1. Select Create New Survey.
  2. Use the following pages to configure the Survey JSON.
    1. Configuring Surveys
    2. Configuring Conditions
    3. Configuring Scores
  3. Add information for the following fields next to the JSON editor.
    1. Details
      1. Display Label: This text is the label that respondents see when they receive the survey.
      2. Name: This name is the default reference name used when referring to the survey in the other areas, such as in rules. It acts as the default name when the library survey is added to a study collection.
    2. Access
      1. Respondent: This field is only available if you are creating an ePRO survey, which is defined in the Survey JSON. Select Participant or Caregiver to indicate who should receive and respond to the survey. It acts as the default respondent when the library survey is added to a study collection.
      2. Respondent Burden: Select a value to represent the burden of the survey. The respondent burden is the perceived difficulty of the survey for respondents to complete. Options include Very Easy, Easy, Moderate, Hard, and Very Hard.
    3. Additional Information
      1. Allow Study-Specific Edits: This field controls whether study teams can edit the survey configuration after they add it to their study. All other fields are still editable, for example: Display Label, Default Respondent, Reviewed, and so on.
      2. Reviewed: Select Yes, No, or N/A. See Tracking Reviewed Surveys on the Working With Collections page for more information.
      3. Licensed: Select Yes, No, or N/A. See Tracking Licensed Surveys on the Working With Collections page for more information.
  4. Select Save & Exit.

The new library survey will be created and you will land on the library survey page. Translations and more versions of the library survey can be managed from this page.

Editing a Library Survey

  1. Access the library survey page.
  2. Next to the survey version that you would like to edit, select the Edit button ().
  3. Edit the Survey Configuration and other survey fields.
  4. Select Save & Exit.

Adding Translations

  1. Access the survey version that you want to add languages or translations to.
  2. Select Add Language and Save.
  3. In the row of the language, select the Download button () and select Download Untranslated Text.
  4. Complete translations.
  5. Select Upload Translations and upload the completed translation file from your desktop.
    1. If you upload modified translations for a language that has already been published, you will be prompted to create a new translation version. Enter a Summary of Changes to describe the change.

Publishing a Library Survey

Publish a library survey to make it available for use in studies.

  1. Access the survey version with the language you want to publish.
  2. Select Publish.
    1. If you are publishing a new version of a library survey or translation, enter a Summary of Changes to describe the change.

Publishing a new version of the survey will supersede any previously published versions.

Archiving a Library Survey

Archive a published library survey to remove it from being available in the library. Archiving a library survey does not remove it from studies that are currently using it.

  1. Access the survey version with the language you would like to archive.
  2. Select Archive ().
    1. Archiving the source language will also archive all other published languages.

Unarchiving a Library Survey

Unarchive an archived library survey so it can be published again.

  1. Access the survey version with the language you would like to unarchive.

Upversioning a Library Survey

Once a survey version has been published, you must create a new version to make changes to the Survey Configuration or Display Label.

  1. Select Create New Version.
  2. Edit the Survey Configuration and other survey fields.
  3. Optionally enter a Summary of Changes to describe the change.
  4. Select Save & Exit.

After the new version is created, you can add translations and publish the new version.

Troubleshooting

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