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Save Draft Versions of Project Modifications in Development Mode

Save Draft Versions of Project Modifications in Development Mode

Overview

Draft versions of project modifications to fields, instruments, and settings are not automatically saved for projects in development mode. Rather, only the most recent version of a project is stored when in development mode. This means that if you make modifications to your project on five consecutive days, you only have the project stored as it was saved on the fifth day. You do not have a draft of modifications made on days 1, 2, 3, or 4. Therefore, if you choose to revert back to an earlier version, there would be no way to do this automatically.

This guide provides methods to save draft versions of your project while in development mode.

User Rights Required

Project Setup

Data Exporting rights if exporting XML with data or using Data Exports, Reports and Stats.

Concerns and Considerations

There are multiple methods to save projects, portions of projects, and data while in development mode.

The data dictionary snapshot saves only information in the data dictionary such as fields, field settings, and instrument where the field is located. It is useful when you plan to create and/or modify several fields. You can quickly take snapshots to save drafts of the fields and instruments. This method does not save other project settings and modules such as survey settings, automated invitations, event names, event designations, alerts & notifications, multi language management, etc.

An XML download saves information from the data dictionary and the project settings listed above. There is also an option to download with saved data. If the project contains PHI, the XML file must stored according to WashU Data Privacy Standards. This method is useful to save additional project settings not captured in the data dictionary. There is not an easy way to compare modification between one XML file and another downloads.

Data that has been collected in a project can be exported as a csv file to store and save. This is helpful to preserve test data that has been entered to a development project prior to making modifications that deletes or changes the meaning of data. For example, removing fields or changing choices in multiple choice fields.

Data Dictionary Snapshot

A quick and easy way to save changes you make to fields and instruments while in development mode is to create a data dictionary snapshot. The snapshots are stored in the Project Revision history. The snapshots from development projects remain in the Project Revision History after the project is moved to production mode and stay there as long as the project exists in REDCap. When a project is moved to production, a data dictionary snapshot is taken, and a new snapshot is automatically taken when any project modifications are approved.

  1. Navigate to the online designer

  2. Click Create snapshot of instruments

    image-20250828-140120.png

  3. Click Project Home then Project Revision History

  4. A table with all data dictionary snapshots is available

    image-20250828-140206.png

     

  5. Compare versions of data dictionary by clicking the icon to the left of one data dictionary snapshot

    image-20250828-140246.png

  6. If you need to return to an earlier version of the fields and instruments, click Download the data dictionary on the version, then click Dictionary in the left hand menu, in step 3 click choose file and navigate to the data dictionary file downloaded, and upload file

    image-20250828-141742.png

  7. Then Commit Changes

    image-20250828-141814.png

 

XML Download

A way to save an entire project is by downloading the XML file. This method saves a version of the entire project at a specific point in time that can be recreated in the future.

  1. Navigate to Project Setup or Project Home

  2. Click the Other Functionality tab

    image-20250828-140338.png

  3. Ensure the box is checked next to Surveys and survey settings

  4. Select Download metadata only (XML) or Download metadata & data (XML)

    image-20250828-140412.png

    1. If you choose Download metadata & data (XML) and your project contains PHI, store the file in a university approved storage location such as WashU box

  5. The XML file can be used to regenerate a new project if you need to return to that version of the project: Can I create a project with an XML file from a project?

 

Data Export

Depending on the size and nature of the project, you may choose to export

  1. Click Data Export, Reports and Stats in the left menu

  2. To export all project data, click Export Data to the right of All Data

    image-20250902-170248.png

  3. Subsets of data can be exported as well. Click Make Custom selections next to Selected instruments

    1. Export by Instruments and/or Events

      image-20250902-172520.png

       

  4. To create a custom report to export, click +Create New Report after clicking Data Export, Report and Stats. For more information on creating reports, watch the WashU REDCap - Entering and Exporting Data webinar.