IRBManager provides the functionality to automatically import study, event, or contact specific information into standardized letters and other documents at the click of a Generate Doc link. Generally, document templates are used for official letters between the committee and researchers but can also be used for invoices and memos. The following provides basic instructions for creating and uploading the templates and activating the template fields needed within each document template.
Create Document Template
- Open a document within Word (or any other word processing program) that serves as an example of a typical document you send to researchers.
- All text that needs to be customized within the document needs to be changed to replacement text. Replacement text can be anything but it’s easier if it relates to the text it will be replacing (I.e. “IRB#” as a code to replace the IRB #). Make sure that the text is surrounded by $$ or other unique symbol on both sides (I.e. $$IRB#$$ or <IRB#>).
- Save the new/updated Word document where you will be able to find it easily.
Upload Document Template into IRBManager
- Click <Administration> in the top navigation bar.
- Click the New Template link on the left side of the screen in the Document Template screen.
- Complete the following information on the Add a New Template page:
|a.||Name:||Make sure the name indicates when this document is appropriate. For example- "Expedited Initial Approval Letter"|
|b.||Type:||Selectable options include Letter, Notice, or Form.|
|c.||Template to Upload:||Use the Select button to navigate to the location where you saved the document template.|
|d.||Attachment Type:||Select “Generated Document”.|
|e.||Generate As:||Selectable options include PDF, Doc, Docx, Rtf, or User Choice (the default, which allows the user to select the type of document generated at the time of generation).|
|f.||Available on:||Options include Study-Site, Study Event, Minutes, and Contact. All options are selected by default. However, it is logical to clear the options that are not applicable for the document template. For example, if the document template includes information that must populate from the minutes, it makes sense to clear all options other than Minutes.|
4. Click the Add
Link the Replacement Text in Document Template to Template Fields
- Click the edit icon () next to your new document template
- Under “Add Template Field” section in the middle of the page, click the Select group… drop-down menu and select the group that corresponds to the field you want to add (I.e. Protocol will contain the field for IRB # and study title; Meetings will contain the meeting date and board decision).
- Click the Select a field… drop-down menu and select the template field that you want to add to your document template.
Quick Tip: IRB/study number is within the Protocol group and is the Protocol Code. Study title is also within the Protocol group and is the Protocol Description.
- A dialog box will appear. Type the replacement text from your document into the “Replacement text” field (i.e. $$IRB#$$).
- Optional: Select the Blanks on Error checkbox if that particular template field will not be used for all generated documents.
- Click the Add button.
- Check that the field you added has a check mark icon in the Synchronized column on the far right. If this column says “NO” in red then the text you entered into the replacement text field does not match any text in the document template. If you need to correct the replacement text field for the existing template field, click the edit icon () on the left under the Action column.