An ePRO record goes through several statuses that reflect where it stands. This article defines each one, and explains how record statuses differ from form statuses.
đ Prerequisite: ePRO Records List (Access)
Form statuses and record statuses are not the same
Two different objects, two different sets of statuses. A form is the questionnaire you build. A record is one instance of that questionnaire, assigned to one subject.
Object | Statuses |
ePRO form | Draft, Published, Ended, Archived |
ePRO record | Created, Sent, Scheduled, Uncompleted, Completed, Archived |
đĄ Tip: Archived exists on both sides and does not mean the same thing. An archived form can no longer be used to generate records. An archived record is excluded from exports and dashboards.
Record statuses
Created: the record has been generated but not sent. Two situations produce it:
it was generated deliberately without an invitation, for example to test a form
an automation tried to send it, but the participant had no email address on file
â ïž Warning: the second case is silent. Nothing tells you the send failed. If an automation should have sent questionnaires and you find records stuck at Created, check whether those participants have an email address. This cannot happen when you invite a subject manually.
đĄ Tip: to prevent it entirely, turn on Email mandatory in Settings âș Options âș Enable subject personal information. No subject can then be created without an email address, so an automation always has somewhere to send to.
Sent: the record has been sent to the subject, either immediately or on its scheduled date. It is now waiting to be completed.
Scheduled: the record has been generated and is set to be sent at a later date.
Uncompleted: the subject opened the questionnaire and started answering, but did not finish.
Completed: the questionnaire has been fully completed, either by the subject or by the investigator.
Archived: the record is no longer active. A record becomes archived when someone archives it, or automatically when the ePRO form it belongs to is ended.
â ïž Warning: archived records are excluded from exports and from the general dashboards. If a record is missing from an export file, check whether it has been archived before looking anywhere else.
What an expiry does to the status
If the form has a Target time or a Target date, the questionnaire closes automatically once the window has passed. Expiry closes access, it does not change the status: the record keeps recording what the participant actually did.
Completed if they had finished before the deadline
Uncompleted if they had started without finishing
Created if the ePRO was never sent to them
đđ» Next step
Understand the ePRO records dashboard
Understand the ePRO compliance dashboard
Export ePRO records