Importing and Exporting Logs

Summary of Logs

Each participant’s profile card has a log section for Contacts, Emails, Consents, and Comments. 

• The Contacts log allows your team to track all contact occurrences you have had with a participant, whether that be an in-person visit, phone call, or other contact point.
• The Email log allows you to send a direct, one-way email to a participant and keeps record of all past emails sent to this participant through the log.
• The Consent log tracks all records of consent you have collected from your participant.
• The Comment log tracks all comments your team can add after visits or other participant interactions. 

These logs can be both Imported and Exported by Site Admins under the Import or Export sections in the Site Admin tab.

Importing Logs

To import new logs, navigate to the Import tool (green) found under the Site Admin tab (red):

To begin the import process, select the study you would like to import to. Click to Global Data Only field to see a drop down of all the studies you can import to.If you would like to import a participant directly into the Registry, select the Global Date Only option from the drop down menu.

Once you have selected the study you would like to import to OR the global data only option, click the Template button to download a template of your study to import with. The template will be downloaded as an excel file. 

Note: It is important to import using this template as any other formats will not be recognized by the import tool.

Once you open the template file, it is important to note the two indicators you can use to add these logs to existing participants: the Global ID or their First Name/Last Name/Birthdate. One of these two options are required for the logs to be imported to the correct participant.

To find more information on how to enter responses, click on the Dictionary button on the import page:  

For more information on general import help, follow this link: https://support.ripplescience.com/hc/en-us/articles/360023369971-How-to-Import-Participants

Importing Comment Logs

In the import template, there are 2 comment log cells able to be imported that match directly with the comment log records:

• comment.1.text - Message of the comment
• comment.1.global - Mark comment as Global?

Importing Contact Logs

In the import template, there are 11 contact log cells able to be imported that match directly with the contact log records:

• Contact_log.1.global - Mark contact as Global?
• Contact_log.1.notify - Was your team notified of this contact?
• Contact_log.1.sticky - Pin this contact to the top of the contacts list?
• contact_log.1.lastContact - Is this the participant’s Global Last Date of Contact? 
• Contact_log.1.comments - Comments from the contact?
• contact_log.1.contactType - What type of contact?
• contact_log.1.contactMethod - What email, phone number, etc. was used to contact?
• Contact_log.1.outcome - Outcome of the contact?
• Contact_log.1.regarding- Purpose of the contact?
• contact_log.1.spokeTo - Individual the contact was with?
• contact_log.1.dateTimeOfContact - Date/Time of Contact? (MM/DD/YYYY HH:MM A/P M Format)
• contact_log.1.contactedBy - Member of your team who conducted the contact?

When importing, there are 4 sets of fields you can import. For each participant, you can import up to 4 contacts in a single import. Should you have more than 4 contacts, complete as many separate imports as necessary. 

Note: If you select TRUE for Contact_log.1.notify indicating your team was notified by email of this contact, an additional email will NOT be sent. No corresponding emails will be sent from an import.

Importing Email Logs

In the import template, there are 9 email log cells able to be imported that match directly with the email log records:

• email_log.1.to.1.email - Email of the email’s primary recipient(s)? (Up to four can be added in corresponding cells)
• email_log.1.to.1.name -  Name of the email’s primary recipient(s) (Up to four can be added in corresponding cells)
• email_log.1.cc.1.email - Email of any CC recipient(s) (Up to four can be added in corresponding cells)
• email_log.1.cc.1.name - Name of any CC recipient(s) (Up to four can be added in corresponding cells)
• email_log.1.bcc.1.email - Email of any BCC recipient(s) (Up to four can be added in corresponding cells)
• email_log.1.bcc.1.name - Name of any BCC recipient(s) (Up to four can be added in corresponding cells)

• email_log.1.subject - Email subject line

• email_log.1.message - Email message

• email_log.1.lastContact - Mark email as Global Last Date of Contact

• email_log.1.sticky - Pin email to top of email log

• email_log.1.global - Mark email as Global

• email_log.1.notify - Mark email as having notified your team (An additional email will not be sent)

 When importing, there are 4 sets of fields you can import. For each participant, you can import up to 4 emails in a single import. Should you have more than 4 emails, complete as many separate imports as necessary. 

Note: If you select TRUE for email_log.1.notify indicating your team was notified by email of this contact, an additional email will NOT be sent. No corresponding emails will be sent from an import.

Importing Consent Logs

In the import template, there are 11 consent log cells able to be imported that match directly with the consent log records:

• consent_log.1.consentDate - Date of the consent
• consent_log.1.consentType - Type of the consent
• consent_log.1.consentTitle - Name of the consent
• consent_log.1.expiration - Expiration date of the consent
• consent_log.1.consentedBy - Individual who provided consent
• consent_log.1.version - Version of the consent
• consent_log.1.comments - Any additional comments
• consent_log.1.lastContact - Mark as Global Last Date of Contact?
• consent_log.1.sticky - Pin to top of consent log?
• consent_log.1.global - Mark as Global?
• Consent_log.1.notify - Mark consent as having notified your team (An additional email will not be sent)

When importing, there are 4 sets of fields you can import. For each participant, you can import up to 4 consent records in a single import. Should you have more than 4 consent records, complete as many separate imports as necessary. You are unable to attach any consent record documents to the consent log through the import tool.

Note: If you select TRUE for email_log.1.notify indicating your team was notified by email of this contact, an additional email will NOT be sent. No corresponding emails will be sent from an import. 

Exporting Logs

To export logs from your study, navigate to the Export tool (green) found under the Site Admin tab (red):

To Export any type of Log, follow the following process:

After navigating to the Export page, select the study you would like to export or select Global Data Only to export Global Data stored in the Registry. For this example, I will use Jon Test Study.

Select the variables you would like to download. For this example, I am downloading Global ID, First Name, Last Name, Birthdate, Comments Log, Contact Log, Email Log, and Consent Log.

Click the Download Button (red). Your data will be downloaded into an Excel sheet with all participants for the study you chose. 

Your exported data will be downloaded into an Excel sheet that will appear similar to this format with all logs you set to be exported from your study: