You can set a Participant ID format if you want the system to enforce a specific format when site staff members create participants in eCOA. If you do not set a format, the system will not enforce any specific format.
You can include static text, such as other letters, numbers, hyphens, or other symbols, that should be included in all IDs. You can also define define variable sections using these symbols:
- Number signs in brackets [#]: Each number sign represents one numeric character that will be entered in the specified position.
- At signs in brackets [@]: Each at sign represents one uppercase alphabetic character that will be entered in the specified position.
Number signs and at signs have to be in separate brackets. For example, to require a format of 3 letters followed by 3 numbers (such as JPS435), you would enter: [@@@][###]. The Participant ID can be up to 128 characters.
Adding a Required Participant ID Format
Follow these steps to add a required format:
- In Studio, select the Settings tab, then select the Participant ID Format tab.
- Select Edit and enter the format you want in the Defined Format box.
- Use variables [@] or [#] to represent alphabetic or numeric characters that sites enter themselves. In the Variables section, you can use the copy icon () to help you do this.
- Review the example value under the Defined Format box to confirm it looks correct.
- (Optional) Enter instructions in the Site Instructions box to help describe Participant ID requirements.
- You will need to translate instructions into all supported site languages.
- Select Save.
- Select Continue to apply the format.
Note: If previously entered Participant IDs do not align with the format, the next site user who updates a related participant’s information will be prompted to correct it before they can save their changes.
Updating a Required Participant ID Format
Follow these steps to update the required format:
- Make any necessary changes in the Defined Format box.
- Select Save.
- Select Continue to apply the updates.
Note: If previously entered Participant IDs do not align with the format, the next site user who updates a related participant’s information will be prompted to correct it before they can save their changes.
Removing a Required Participant ID Format
Follow these steps to remove a required format:
- Clear all text from the Defined Format box.
- If your study is already live, accept the explanation about the impact to sites, and then select Save.
Note: Removing the format will turn off enforcement, allowing future participant IDs to be entered without restrictions.