Data Entry Portal for CAT-S Phase II Study


Data entry staffs in countries should read the instructions on how to enter CAT-S Phase II Study data in iDatafax given below. Instructions include iDatafax installation, software setup and CRF data entry. You can also print this page for reference. If you have further questions, please send an email to info@apnmata.org. Read the sections


1. Download iDatafax client

    Follow these steps to install iDatafax.
    1. Download iDataFax program to your computer.
      • Download iDatafax Client For MS Windows here.
      • Download iDatafax Client For MAC here.
    2. Install iDataFax program from downloaded file by following the instructions given.
    3. An iDataFax 4.3.0.1 icon login-dialogbox will appear on your screen / desktop. Click on the icon to open the application.
    4. You may download iDatafax User Guide here. (English only, pdf)

2. Logging into iDatafax


Each country will be provided 3 logins to enter data at the same time. When you click on iDataFax icon, the login box will appear. Enter the following :

    • Server name: datafax.biophics-cdms.net
    • Login name: (enter given login name)
    • Password: (enter given password)

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Click Login. You will be prompted to change password the first time you log in. Keep your password in a safe place and do not misplace it. When you log in to iDataFax, you will see only Study 106 (CAT-S PII). Double click the study to open it (or highlight the study and click OK).

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Change Auto Logout Time
Default auto-logout time is set to 5 minutes. To change this, click File -> Preferences. Under Auto Logout, enter preferred auto-logout time. The maximum auto-logout time you can set is 30 minutes.

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  In DataFax, you can refer to color codes by clicking Help -> Color Coding.

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3. Start entering data


To add a new case, click Patient -> Start New Patient.

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In the popup dialog box, enter Patient ID twice and click OK.

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On the left pane, you will see the new Patient ID (101010011). Double click Patient ID, and 1 : Follow up will appear (see diagram). Double click 1 : Follow up, and a list of pages will appear.

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Click 1 : Interview Ques. and the first page of CRF will appear. Click anywhere along the margin of the Data Entry Pane (the right pane) to start entering data.

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The first data field A.1 (Country Code, Site Code, Data Collector Code and Respondent Serial No.) is automatic. To auto-fill the data, press the Tab key 4-5 times to move from Question A.1 to A1.1. You will see that Respondent data will be automatically filled.

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Proceed to enter data for each page. Note that all fields on the first page are required fields (except Question A1-1).
To move from one question to the next, use Tab key.

To move from one answer to the next, use Right Arrow and Left Arrow keys. To select an answer, use Space key. We recommend that you use keyboard to enter data and avoid using mouse to click on individual answer.

4. Entering data in textbox


When entering text in a textbox, you must click on the button login-dialogbox first (1), then the text box or press Tab key to enter data in the textbox (2). Otherwise you will not be able to enter data or you will get an error.

                                 Example 1 : Click button and click textbox to enter data

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                                  Example 2 : Press Tab key to move to the text box and enter data

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For free text fields, there is limit on the number of characters you can enter that varies from field to field. If your text exceeds the allowable length, enter as much as you can and ignore the rest (see example A3 below). Alternatively, where possible you can rewrite the text to make it shorter while keeping its meaning.

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5. Entering dates

When entering dates in ‘full date’ format, use dd-mm-yyyy format. For example, to enter 4th July 2016, do not enter 4/7/16. You should enter 04/07/2016 instead.

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6. Entering numbers


For fields that allow numbers only, you may only enter numbers and not text. When you enter a number and press or key, will automatically be right-aligned and filled with leading zeros.

                           Before

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                             After

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7. Re-activating questions that have been skipped


You cannot enter values for questions that are skipped. For example, when you select No for Question 2-12, Questions 2-13 and 2-14 will be deactivated; you will skip to Question 2-15. Answer buttons for Questions 2-13 and 2-14 will also change from login-dialogbox into login-dialogbox  (you cannot answer the skipped questions).

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Later you want to change the answer for Question 2-12 to 3.No. Select the correct answer (e.g., 1.Yes, currently). You will see that Questions 2-13 and 2-14 are still not activated.

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To activate Questions 2-13 and 2-14, press Tab key once, and they will be re-activated.

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8. Skips on Sections 1 and 6

Skips and hides are in place to prevent you from entering invalid data.   In Section 1 (pages 2-4), Question 1-1, if you select Answer 2, 3, 4 or 5, and click Tab, the remaining questions of page 2 will be skipped.

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Moreover, if you click Final in that page, you will find on Page List that pages 3 and 4 become hidden.

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Likewise in Section 6 (pages 10), Question 6-1, if you select Answer 2 or 3, and click Tab, the remaining questions of page 10 will be skipped.

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Moreover, if you click Final in that page, you will find on the Page List that Section 7 (page 11) become hidden.

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9. Important! Entering data for Sections 5, 9 and 10


You have to provide answers for all sub-questions. Questions not answered will be displayed with red button and you will not be able to Finalize the page.

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If the respondent does not provide an answer for a sub-question, you will have to add “No data”. First, make sure that the question is selected (see diagram above). If the question is not already selected, you can select it by clicking anywhere close to the red button but not on the button itself. Then from Menu bar, click Field -> Mark Field Missing -> No data.

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After adding, the question will turn green.

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10. Important! Entering data for Section 6


If you select Yes for Question 6-1, you will have to provide answers for all sub-questions (Questions 6-2 to 6-15, options shown in yellow). Otherwise you will not be able to Finalize the page.

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If the respondent does not provide an answer for a sub-question, you will have to add “No data” (same as above). After adding, the question will turn green.

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11. Completing data entry


After you have completed filling out data on each page, click Final at the bottom of the page. If the data for a page has not been completely filled and you wish to come back to enter more data at a later time, click Incomplete. Never use Pending button.

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After you have completed data entry for all pages, you will have to enter interview data on the bottom half section of the last page. All fields are required here.

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Click Final at the bottom of the last page to complete data entry for the case.

12. Saving / Backing up entered data


To save / back up entered data, you must be logged in using the SR username, not the DE (Data Entry) username. Note that data can only be saved page by page. From Main Menu, click View -> List.

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You will see a list of pages on the left pane. Click on the page you want to save and click File -> Save Data File. In this example, we will save Page 001 – Interview Questionnaire.

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  A pop-up dialog box will appear. To save the file as Comma Separated Value (CSV) file and with the header row, select the options as shown below. Also enter desired filename and click login-dialogbox to select the director to save the file. Then click OK.

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Repeat the steps above until you complete saving all 16 pages.

13. Filling missing data

When you have missing data that is required, you will be asked to fill in the data. Go through the steps here.

  1. Log on to Datafax. Incomplete form will be shown with a X before it.
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  2. Change the mode from Modify to Validate. To do so, from the menu bar click Select -> Change Mode and Level…
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  3. Under Mode, select Validate. For Sign Off Level, leave it unchanged.
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  4. Proceed to each Form with missing data, and fill out the data.

  5. Click Final to save.

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