Build a Data Collection Instrument

One of the first and most important tasks to complete when building your project is to create Data Collection Instruments. Building instruments primarily consists of creating a series of data entry points known as Fields. The step-by-step instructions below show how to begin creating a basic demographics instrument using the Online Designer which allows building Instruments using point-and-click functionality. The instructions are followed by a video tutorial that shows how to build the entire example demographics and links to guides to build individual Field Types.

 Building a Basic Demographics Instrument

The instructions show how to build a basic demographics instrument that is used for a demonstration in the Introduction to Webinar Series. You can customize a demographics, intake, or other similar instrument to collect all data necessary for your project.

1. Select Designer from the left hand menu or go to Project Setup and select the Online Designer button under Design your data collection instruments.

2. Click “Form 1” under Instrument name to open the Online Designer tab for the first instrument. The “Form 1” instrument is there by default in any new project not created from a template or file.

3. The first field is the Record ID Field and by default has a Variable Name [record_id] and Field Label “Record ID.” The text for both of these can change, however, the first field of the first instrument will always be considered the Record ID Field to the REDCap system.

   1. For example, you could change the text to other general text such as variable name [study_id] and Field Label “Study ID” or Variable Name [participant_id] and Field Label “Participant ID.”

   2. You can also pick project specific terms. For example, if my study name is “Randomized Clinical Trial in Heart Failure” my Variable Name could be [rct_hf_id] and Field Label “Randomized Clinical Trial in Heart Failure Participant ID.”

   3. The Record ID Field should always be on the first event in a longitudinal project.

4. Select the “Add Field” button to create the first data entry point after the Record ID field. An “Add New Field” dialog box will open. Define the Field Attributes to customize each field

   1. Required Field Attributes

      1. Field Type - choose from a dropdown menu from different free text, multiple choice and others

      2. Variable Name - short name with only lower case letters, numbers, and underscores. REDCap uses this variable name to attach data entered to this field to specific Records IDs.

   2. Usually Needed Field Attribute

      1. Field Label - the text and information you provide to the person entering data to the instrument for both Data Entry Forms and Surveys.

   3. Optional Field Attributes

      1. Field Validation - Designate a specific format of data to be entered to the field, for example date format mm-dd-yyyy which is denoted as M-D-Y in the validation dropdown. Many validations offer a the ability to designate a range of data as well, for example a field validated as an Integer that is being used to collect age can have be designated with the age range of your study population, (e.g. minimum 45, maximum 65).

         1. By default, people only get a warning when they enter data outside the range when entering as a data entry form, i.e. the person entering the data can override.

      2. Required? - designate any field as required. For example, first name and last name fields will most likely be designated as required while a middle initial field may be not required.

      3. Identifier - designate any field that is collecting any of the 18 HIPAA Identifiers, or other indirect identifiers, i.e. a notes box where a person describes a personal event that could identify them, as an identifier. This provides helps protect your data by allowing you to enable User Rights that restricts individuals and enhance De-identification options that can be enabled during Data Export

      4. Custom Alignment - designate where in the field the data entry point is located. This is especially useful for Radio Button fields when determining whether the choices appear horizontally or vertically and if they appear to the right or below the Field Label

   4. Create all the fields you need for your specific instrument. There is a video tutorial below that demonstrates creating a demographics instrument with several Field Types. See the list at the top of the page to jump to specific field type.

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