Engage Help Center
ENGAGE HELP CENTER
Register participant activity submissions
Learn how to enter information about authorised participants via registering the participant activity submissions.
Setting up permissions to complete the activity
The functionality of registering participant activity submissions can be controlled in the Settings section of a project activity. In the section Who can complete this activity? of the activity Settings enable the boolean Only administrators if the activity mustn't be completed by the participants or disable it if both the participants and administrators can complete it.
Read more about the Project activity settings.
The functionality of registering participant activity submissions can be controlled in the Settings section of a project activity. In the section Who can complete this activity? of the activity Settings enable the boolean Only administrators if the activity mustn't be completed by the participants or disable it if both the participants and administrators can complete it.
Read more about the Project activity settings.
Registering participant activity submissions is not possible for Consent activities.
Due to legal and participant privacy reasons administrators are not enabled to register Consent activity submissions about participants.
Due to legal and participant privacy reasons administrators are not enabled to register Consent activity submissions about participants.
The administrators can register participant activity submissions without any limitations.
Administrators can complete activities about participants at any time and without any limitations, e.g., there are no conditional availability limits or no limited number of times for completing the activity if the activity submission is made from the Administrators' panel Manage projects.
Administrators can complete activities about participants at any time and without any limitations, e.g., there are no conditional availability limits or no limited number of times for completing the activity if the activity submission is made from the Administrators' panel Manage projects.
Registering participant activity submissions is possible only for activities that are intended for authorized participants and are placed in projects with the setting "I will use full data of participants' profiles" enabled.
Learn more about Project activity settings and Project settings.
Learn more about Project activity settings and Project settings.
Add a participant activity submission
Participant activity submissions can be registered from the Manage projects section in the left sidebar of the Engage window. Access the Activities view of the project and select the button Add submission on the activity card of interest to register an activity submission about a participant.
Participant activity submissions can be registered from the Manage projects section in the left sidebar of the Engage window. Access the Activities view of the project and select the button Add submission on the activity card of interest to register an activity submission about a participant.
Select participant
The first step of registering a new activity submission is selecting the participant on whose timeline to add the entry. It is possible to choose from the participants already registered in the organisation or add a new participant.
The first step of registering a new activity submission is selecting the participant on whose timeline to add the entry. It is possible to choose from the participants already registered in the organisation or add a new participant.
Select an already existing participant
All of the participants of all of the projects created in your organisation will appear in the drop-down list Select participant. These participants will include the ones who will have authenticated with their email address or eParaksts in any of the organisation's projects, as well as the participants registered by the administrator when entering new activity submissions.
All of the participants of all of the projects created in your organisation will appear in the drop-down list Select participant. These participants will include the ones who will have authenticated with their email address or eParaksts in any of the organisation's projects, as well as the participants registered by the administrator when entering new activity submissions.
Add a new participant
Choosing to add a new participant will open a window of a new participant registration form. Fill the form at your discretion.
Choosing to add a new participant will open a window of a new participant registration form. Fill the form at your discretion.
The form contains the following fields and elements.
- Unique identification number. (Required.) It is necessary to assign a unique identification number to the participant. It can be the patient's personal ID number, ID number in the patient portal of a healthcare institution or a number of any other identification system of your choice. If left empty, the ID number will be automatically generated.
- Name. Surname. Email. (Optional.) Add the participant's name, surname and email address if you prefer to store identifiable information.
- Notes. (Optional.) Add any other additional information about the participant.
- Unique identification number. (Required.) It is necessary to assign a unique identification number to the participant. It can be the patient's personal ID number, ID number in the patient portal of a healthcare institution or a number of any other identification system of your choice. If left empty, the ID number will be automatically generated.
- Name. Surname. Email. (Optional.) Add the participant's name, surname and email address if you prefer to store identifiable information.
- Notes. (Optional.) Add any other additional information about the participant.
If a more detailed profile information needs to be gathered about the participants, contact us via support@longenesis.com.
- Create accounts for participants with known email addresses. If the participant's email address is entered in the field Email, it will be possible to also create an Engage account and link it to the participant's email address by selecting Create account.
If the checkbox "Create account" is enabled, the participant's Engage account will be created automatically after the person is registered.
The participant will receive an informative email welcoming them on the Engage platform with instructions about how to access their profile and the timeline of all the projects available to them.
This way the activity submissions registered about the participant will be connected with their newly created account and the participant will be able to review the submissions made about them and have access the consecutive activities in the conditional project flow.
If the checkbox Create account is disabled, an account will not be created and the participant will not be notified automatically. Also the activity submissions registered this way will not be connected to the participant's email address in any way and will not be available to the participant for review. Similarly, if the activity is linked to other activities in the project flow by conditions, the activity submission made by the administrator will not trigger the project flow.
Read more about Simple conditions and Advanced conditions.
The participant will receive an informative email welcoming them on the Engage platform with instructions about how to access their profile and the timeline of all the projects available to them.
This way the activity submissions registered about the participant will be connected with their newly created account and the participant will be able to review the submissions made about them and have access the consecutive activities in the conditional project flow.
If the checkbox Create account is disabled, an account will not be created and the participant will not be notified automatically. Also the activity submissions registered this way will not be connected to the participant's email address in any way and will not be available to the participant for review. Similarly, if the activity is linked to other activities in the project flow by conditions, the activity submission made by the administrator will not trigger the project flow.
Read more about Simple conditions and Advanced conditions.
After the participant's profile has been filled, select the option to Register person.
Changing or editing the participant's data and communication settings
Before completing the submission, it is possible to edit or change the participant about whom the activity is being registered and decide on the communication with the participant.
Select the participant ID drop-down menu located in the top-right corner of the New submission view to access additional options.
Before completing the submission, it is possible to edit or change the participant about whom the activity is being registered and decide on the communication with the participant.
Select the participant ID drop-down menu located in the top-right corner of the New submission view to access additional options.
Change participant. This option will allow to select a different participant of the already existing ones or register a new participant.
Edit. This option will allow to edit the details of the participant's profile.
Send email. This boolean will allow to enable sending an email notification to the participant whose email address has been entered in their profile form, in order to inform them about a new activity submission registered in their project timeline.
Edit. This option will allow to edit the details of the participant's profile.
Send email. This boolean will allow to enable sending an email notification to the participant whose email address has been entered in their profile form, in order to inform them about a new activity submission registered in their project timeline.
Completing the activity submission will serve as the trigger to send the email notification.
Complete the activity
Fill the data in the project activity about the selected participant and choose either to Complete & review report to view the report that will be available to the participant or Complete & add another to proceed to entering a new activity submission.
Fill the data in the project activity about the selected participant and choose either to Complete & review report to view the report that will be available to the participant or Complete & add another to proceed to entering a new activity submission.
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