Managing Field Templates

Field templates (Information Attribute Sets) define custom fields that can be added to studies. They allow your organization to collect specific information relevant to your needs.

Required Role

Field template management requires Organization Admin (org_admin) role.

Accessing Field Templates

1. Go to Organization in the sidebar
2. Click the Templates tab
3. Find the Field Templates section

Understanding Field Templates

A field template is a collection of custom fields:

• Template Name - Identifies the attribute set
• Fields - Individual data fields within the template
• Field Types - What kind of data each field collects
• Visibility - Internal or External per field

Field Types

Available field types:

Type	Description
Text	Short text input
Text Long	Multi-line text area
Select	Dropdown with options
Select Multiple	Multi-select dropdown
Select From	Select from users, teams, or investigators
Select From Multiple	Multi-select from users, teams, or investigators
Web Link	URL input
Folder Location	File path input

Viewing Field Templates

Each template card shows:

• Template name
• Field count
• Edit and Delete buttons

Click to expand and see all fields in the template.

Creating a Field Template

1. Click Add Template or the add button
2. Enter template details:
   • Template Name - Descriptive name for the attribute set
3. Add fields to the template:
   • Click Add Field
   • Enter field name
   • Select field type
   • Set external visibility
   • Add options (for select types)
4. Save the template

Editing Field Templates

Editing Template Details

1. Find the template in the list
2. Click Edit
3. Modify the template name
4. Save changes

Adding Fields

1. Edit the template
2. Click Add Field
3. Configure the new field:
   • Name
   • Type
   • External visibility
   • Options (if applicable)
4. Save

Editing Fields

1. Edit the template
2. Find the field to modify
3. Change field properties
4. Save the template

Removing Fields

1. Edit the template
2. Find the field to remove
3. Delete the field
4. Save the template

Deleting Field Templates

1. Find the template in the list
2. Click Delete
3. Confirmation dialog appears: "Are you sure you want to delete this template?"
4. Click Delete to confirm

WARNING

Deleting a field template may affect studies that use it. Existing study data may be impacted.

Field Visibility

Each field has an external visibility setting:

Setting	Meaning
Internal (Int)	Only visible to organization members
External (Ext)	Visible to external users as well

Be careful with external visibility - only expose necessary information.

Using Field Templates in Studies

1. When creating a study, select field templates
2. The study form includes all fields from selected templates
3. Users fill in field values
4. Data is stored with the study

Base Fields vs. Custom Fields

Study Hub has two types of fields:

Base Fields (Core)

• Always present on all studies
• Defined system-wide
• Include: Title, PI, Team, Coordinators

Custom Fields (Templates)

• Organization-specific
• Selected per-study from available templates
• Define based on your needs

Template Design Considerations

When designing templates:

• Group related fields - One template per topic area
• Use appropriate types - Match type to data being collected
• Consider external visibility - Plan what external users should see
• Make names clear - Field names should be self-explanatory
• Keep it focused - Don't make templates too large

Best Practices

• Plan before creating - Design templates thoughtfully
• Test with sample studies - Verify templates work as expected
• Document templates - Help users understand field purposes
• Review regularly - Update templates as needs change
• Use consistent naming - Follow naming conventions