You can export the whole eCRF database at any point in the study, in one action, with no query to write and nothing to configure in advance. Use it for interim analyses, to investigate a trend, or for the final dataset.
š Prerequisite: eCRF Record List (Export). To include file attachments you also need eCRF Export (Files) (Export).
Export or Report?
Both get data out, and they answer different questions.
Export, from the Inclusions list | Report, under Study > Reports | |
What you get | The complete database: every answer, plus the items dictionary, option values, queries and missing answers, each on its own sheet | One table of the variables you picked |
Who it is for | The statistician or data manager who will analyze the study. Everything about how the eCRF was built is in the file, so they can work from it without asking you. | Anyone who wants to see or track a few specific variables |
Configuration | None. One click. | You choose the variables |
Can you export it | Yes | Yes, but you only get that table |
š” Tip: use a report to keep an eye on a handful of data points as they come in, without exporting the whole study every time. Use the export when someone needs to work on the numbers.
Export the database
š ļø Step by step guide
Open the study and go to the Inclusions list.
Select Export all.
Set the options you need:
Export format: PDF, CSV or Excel.
Labels or Values: how answers are written in the main table, as the label the site saw or as the stored value.
Export files: include file attachments collected by the eCRF. A dictionary match file is added for reference.
RM in a separate sheet: put each repeated measure on its own sheet. Left off, the responses become extra columns in the main eCRF Data sheet.
Domains export: if domains are configured at section level in the Builder, group all sections sharing a domain onto their own sheet.
Select Export, and wait for the export to generate.
š” Tip: for a large export you can close the window and come back later. The task stays under the History tab, where you can download any previous export again.
[GIF to add: the export window with its options. See the to-do list for the two export screenshots recovered from the old eCRF Records article.]
What the file contains
Each item below is a separate sheet.
Sheet | Contains |
eCRF Data | One row per subject eCRF, one column per question configured in the Builder |
Repeated Measure sheets | Only if RM in a separate sheet is on. One sheet per repeated measure question, one row per response. |
Domain sheets | Only if Domains export is on. Sections sharing a domain, grouped together. |
Option Values | The match between labels and values, for questions that use them |
Items Dictionary | Every eCRF question's configuration, showing the structure and the logic. This is the sheet data managers and statisticians ask for. |
Queries List | Every query attached to the eCRF, with its status and details |
Missing Answers Comments | Every declared missing answer, with its reason and comment |
How to read the cells
Cell | Means |
Empty | The question was not answered, and not declared missing |
.hidden | The question was not visible for that subject, because of conditional logic |
.ND .NA .UNK .NASK .ASKU | The answer was declared missing. Not Done, Not Applicable, Unknown, Not Asked, Asked but Unknown. |
š” Tip: an empty cell and a missing data code are not the same thing, and the difference matters at analysis. An empty cell means nobody said anything. A code means somebody recorded why the value does not exist.
Frequently asked questions
Once the study is finished, do I need to contact the Datacapt team to obtain my final data export?
Once the study is finished, do I need to contact the Datacapt team to obtain my final data export?
No. Any user with the appropriate permissions can export eCRF data at any time.