Compliance - Form Gadgets

Overview

When creating a Template you have the option to add a number of form template gadgets to your form. These gadgets can be used to add a number of different types of collection tools within your template along with formatting and progressive display so you can add logic behind the information displayed to the user.  For more information on Progressive Disclosure please see the Compliance Cross Module - Form Gadgets / Progressive Disclosure article.

Also, COI Project gadgets are documented separately in the COI - Templates - Project Gadgets article.  More information on templates in general and how gadgets incorporate can be found in the COI - Templates article.

General Gadgets

Upon clicking the +Add Item option when editing/creating your template will provide a number of gadget options that you can select and add to your form template.  Some of these gadgets are general to all Core form modules, whereas, others are specific to Protocols. Below outlines the types of gadgets that can be added and the available options within each.

Section

Creates a labeled frame in your form where you can collect gadgets to help organize your form. 

Gadget Specific Settings: Gadget Specific Settings: Only the Field Label displays in the Section gadget. Field Help will display on any Section gadget except for General Information and General Questionnaire. In Protocols fields included in a section do not have to be answered before the form is submitted for review or finalized. If you are building a form in a different Kuali Application this gadget may not impact if content is required.

If you uncheck the Show Wrapper option you can change the section to display as a heading within another section. This also creates an <h> hierarchy for use with accessibility software.

If you uncheck the Show Wrapper and Field Label Display on Form options you can create a completely invisible section. The gadgets within the section will display, but will not appear as though they are embedded in a section gadget. This allows users to setup progressive display rules that apply across several gadgets to streamline the configuration process. This also allows user to setup Progressive Display rules that include both Any and All logic.

Example: A protocol includes a question asking if there are children included in the research.  If the user answers yes then 12 followup questions display. Instead of setting up logic to check if children are included in the research on all 12 questions the logic is added to the Group gadget and all the questions about minor participants are added to the group.

Within the child questions there are several questions used to determine if a waiver of parental consent is appropriate. A question asking for justification of parental consent should display if ANY of these questions are answered yes AND if the child question is answered yes.  Since the child question logic is contained in the Group, the justification question only needs to check the waiver qualification questions.

Read Only Text

Allows you to add a block of read-only text. This can be used for instructional purposes to provide necessary information to the user. This gadget is often configured with Progressive Disclosure.

Horizontal Rule

This displays a block of read-only text with a horizontal line as a divider allowing the user to group gadgets visually within a section.

Text Input

Allows the user to enter free text in a single line format.

Gadget Specific Settings: Placeholder will display grey example text to display prior to inputting text.

Text Area

Allows the user to enter multiple lines of free text. The text area will expand vertically if needed based on the number of lines entered in the gadget when completing the form.

Gadget Specific Settings: Placeholder will display grey example text to display prior to inputting text.

Rich Text

Allows the user to enter rich text with with multiple lines. This gadget provides the user more formatting options including alignment, hyperlinks, font, bulleted and numbered lists, etc.  The text area will expand vertically if needed based on the number of lines entered in the gadget when completing the form.

Check Boxes

Checkbox gadgets display a number of predefined answers that a user must select from to answer the question. This gadget allows a user to select multiple answers.  It can also be configured to only have one answer if a required certification statement is needed.

Gadget Specific Settings: You can enter a number of answers that will display as options for the user to select. Progressive display referencing this gadget will look for the answer in a specific location in this configuration.  So answers can be revised without impacting progressive display. If they are reordered progressive display based on this gadget needs to be updated.

Radio Buttons

Radio button gadgets display a number of predefined answers that a user must select from to answer the question. This gadget only accepts a single answer 

Gadget Specific Settings: You can enter a number of answers that will display as options for the user to select. Progressive display referencing this gadget will look for the answer in a specific location in this configuration.  So answers can be revised without impacting progressive display, but if they are reordered progressive display based on this gadget needs to be updated.

Drop Down

This gadget provides an alternative to Radio Buttons. The user is presented with a number of pre-configured answers and can only select one answer. This gadget is useful when there is a large number of possible answers, and you don't want to take up a large amount of screen space.

Gadget Specific Settings: You can enter a number of answers that will display as options for the user to select. Progressive display referencing this gadget will look for the answer in a specific location in this configuration.  So answers can be revised without impacting progressive display, but if they are reordered progressive display based on this gadget needs to be updated.

Filtered Dropdown

Creates a drop down with options that are filtered based on responses to another gadget in the template. It allows you to limit options based on an answer in another question to narrow down to only applicable options.  A Filtered Dropdown can be based on responses in a Dropdown gadget or a Radio Button gadget. If present in the main form it can only reference elements within the overall form but if it is in a list it can only reference items within the same list.

Example: Your institution's IRB form includes a list of Personal Health Information (PHI) sources. The first field in the list is a dropdown indicating if the source of PHI is within your university, or external. The second field is a filtered dropdown list.  If the user indicates the PHI Source is internal to the university the filtered dropdown lists several likely sources within the university, such as medical centers in the medical, dental, and nursing schools, and an Other option. If the user selects external in the first dropdown list then a number of options display indicating likely external sources such as "Biological Sample", "Mental Health Records", etc. and an Other option.

Gadget Specific Settings: The user can select the dropdown, or radio button gadget they want to base their display on. Once that gadget is selected each valid answer in the referenced gadget will display with an +Add Item button below it. The user can add the items that should display if the associated option is selected in the linked gadget. If an option should be available for more than one answer from the linked gadget it needs to be added under each selection.

List Value Drop Down

Allows you to do a drop down with options that are based on specific selections to another area in the template. A list value drop down can be based on responses in from external data, dates, plain text (input and text area), and person.

Example:  You have a species section where your end user can list all the specie(s) associated with a protocol.  The user adds rats, mice, and sheep in the list.  If you add a list value drop down based on the species which will then allow you to add a dropdown with selections that only have options that were entered in the prior section (rats, mice, sheep).

Date Picker

This will present the user with a date field, and give them a date picker interface to select a date.  The date selector will allow the user to jump to a specific year, and then navigate been months in their selected year. When they first open the date picker it defaults to the current month.

Gadget Specific Settings: Placeholder will display grey example text to display prior to inputting a date.

Number Input

Text field that only allows integers (no characters). Up/Down arrows allow you to change the number without typing.

Gadget Specific Settings: Placeholder will display grey example text to display prior to inputting a number.

Static Gadget

This is an read only gadget that is designed to display a fixed value that cannot be changed by a researcher.  This is commonly used during a data conversion to display information such as a pre-conversion action history that needs to be visible to the researcher, but should not be editable during an amendment. The data in a static gadget can be changed via the API, so it can also be leveraged for institutional integrations. This gadget displays text.

Gadget Specific Settings: None

Static Date

This is an read only gadget that is designed to display a fixed value that cannot be changed by a researcher.  This is commonly used during a data conversion to display information such as a pre-conversion action history that needs to be visible to the researcher, but should not be editable during an amendment. The data in a static date can be changed via the API, so it can also be leveraged for institutional integrations. This gadget displays text.

List 

Allows you to build a row of multiple gadgets to collect a series of fields that can be added to a form multiple times. Once a List is added to a template you can then use the +Add Item under the specific list to add gadgets to your list.

A List will look like the below when a user first opens their protocol form. The +Add Line or +Add Info will open the row up for edit on an inline list. It will open a dialogue window for completion on a dialog list.  Multiple rows can be added.

Gadget Specific Settings:

• Inline: The fields are editable within the table view - recommended for 3 or fewer fields. Progressive display cannot be used to hide fields in an inline list. Any field in an inline list with unfulfilled progressive display requirements will not fire validation when the form is submitted, but it will still display as an optional field in the list.
• Dialogue: Fields are completed in a popup dialogue window so it can accommodate more fields. Progressive display can be used on gadgets in a Dialog List. You can only reference other fields within the list when setting up this type of progressive display.  If you reference a gadget outside of your list in the progressive display of a gadget within a list it can cause errors when the user tries to add new entries to the list.
• Default Columns:  Will allow you to select which columns will display in the table view by default.  Individual users may change which columns display while they are in the form using the Columns button. Changes made this way will not impact the view for other users viewing the form. Please note that typically if Inline list is used you would want to display all columns. When new gadgets are added to a list they will be included in the selected Default Columns. Please note: Read-Only and Section gadgets will appear in this drop-down, but are not selectable as part of the Default Columns view.

Country Dropdown

Creates a dropdown with a pre-populated list of all countries that exists.

Language Dropdown

Creates a dropdown with a pre-populated list of languages.

State/Province Dropdown

Creates a dropdown with a pre-populated list of US States and Canadian Provinces.

Training

Allows you to integrate training data into your compliance modules so users can view configured training completions when completing either a disclosure or protocol. 

When adding the Training gadget the Options that display correlate to the associated Training Code found in the Training maintenance table; with an associated entry in the Training Module table under the associated module (either IRB, IACUC Protocol, or COI). Please note that all trainings with the associated Training Code will display in that section of the form, regardless of the individual user's training status (i.e., Active, Expired, etc.)

The training data will automatically update on a protocol when you open or refresh an initial protocol, amendment, renewal, or renew and amend submission in the following statuses: In Progress or Revisions In Progress.

The training data will automatically update on a COI disclosure when a disclosure is in the following statuses: In Progress, Sent Back, or Returned.

Note: If you are using training in Protocols you also have the option to link to the External Data Source function in Protocols.  If you do this you will need work with your Customer Success manager to setup a Training API and list it in the External Data screen. Each external data source configured as training will be available to list in the Training Gadget.  If you do not select and External Data Source then the training data will pull from your SP training table.

If you are using Conflict of Interest you must integrate with the monolith Person Training Table. Additionally, the Conflict of Interest template does not support using multiple training gadgets simultaneously. Only one training gadget should be added to the template to ensure the trainings display appropriately. 

So for example, if you have added the Training Gadget to an IRB Template and you want to display a specific Training option from the Kuali Research monolith like the one below in Protocol:

You would also have to have an associated entry in the Training Module table with the IRB module specified:

More information on setting up training in the maintenance table can be found in the Cross Module - Training Types and Person Training article.

For Protocols, you will need to add to the out of the box People section and then it will display when viewing the specific person; expired training will display red:

For COI, you can add the gadget to any section and it will display the configured training in that section of the form:

The above training information will display and comes from the below referenced area in Sponsored Programs:

• Training Name: From the 'Description' in the Training maintenance table; which is 'Training' in the Person Training table. 
• Date Range:  From the 'Date Submitted' to 'Followup Date' in the Person Training record.  If no 'Followup Date' is present it will show as 'no expiration'.  If no 'Date Submitted' is present the training will not display.

Please also note, if numerous trainings exist for the same training only the most current will display.

COI Specific Gadgets

Action On Submit

This gadget allows you to define when certain actions happen on submission of a disclosure. This can give an institution greater control over when a disclosure auto approves, and provide control over which disposition is automatically assigned in each auto approval scenario. For institutions managing multiple policies such as the federal FCOI disclosure requirements and a local conflict of commitment policy this option allows for distinct dispositioning indicating which policies a given reporter's disclosure covers. This gadget will not display on the form, but if the Progressive Disclosure rules configured on the gadget are true when a disclosure is initially submitted for review then the configured action will happen. The available actions on submit are:

Auto Approval - When you select this option you can configure the Disposition that will be assigned when the disclosure is auto approved.  If there are multiple gadgets with true progressive disclosure logic when a disclosure is approved, the disposition will be assigned based on the first "visible" gadget in the form.

Single Reviewer Assignment - When you select this option you will be able to look up a specific person that will be assigned as a reviewer automatically when the disclosure is submitted. You must make sure this user is also configured in the COI Reviewer role or they will not be able to complete their assigned review.

Unit Reviewer Assignment - When you select this option then all reviewers assigned to units a disclosure's home unit reports up to will be assigned when the disclosure is submitted.  This behavior is identical to the "Automatically assign additional reviewers when disclosure is submitted, based on the reporter's primary unit" function with the notification option turned on.  This allows an institution to trigger unit reviewers when certain policies are included such as conflict of commitment, while not including them when not required.

Protocol Specific Gadgets

Questionnaire Section

Creates a labeled frame in your form where you can collect gadgets to help organize information within your form.

Gadget Specific Settings: Only the Field Label displays for Questionnaire Section. Field Long Label and Field Help do not display for Questionnaire Section. Fields included in a Questionnaire Section must be answered before the document is submitted for review or finalized.

Funding Sources

Creates a lookup where you can enter a Proposal Development, Institutional Proposal, or Award ID listed in your Kuali Sponsored Projects instance and link your Protocol directly to the listed Kuali grant document. Each linked document will display the Document Module, Primary Identifying ID, Title, PI, Sponsor, Sponsor Type, Prime Sponsor, and Prime Sponsor Type.

Note: This gadget respects the grant module's permissions.  So if you don't have permission to view the Proposal or Award you are linking the system will tell you the document does not exist.

Also, if you utilize the Funding Source gadget in the Protocols module you can turn on displaying the linked protocol in the Compliance tab of the associated Sponsored Program Proposal, Institutional Proposal, or Award.  More information in the associated parameter Protocols_Linking_Display_Enabled used to enable the functionality.

Organization Typeahead

This displays a Typeahead search for the values in the Organization Name field of the Organization table. This is a required field in the Participating Site template, but can be added to other templates to facilitate processes such as External Reliance.

It is possible to configure the Organization Typeahead to Lock the Field Value, preventing a researcher from changing the Organization listed in the field once it's been saved in the system. This feature is for use in the Participating Site template.

Reviewing IRB

This gadget is only meant to be included in Protocol templates and will display 2 radio button options. The text of the radio buttons is configurable, but the first option will always prompt Single Site behavior where the Participating Sites tab does not display.  If a user selects the second radio button in a protocol then the Participating Sites functionality will display. While this is labeled specifically as an IRB gadget it can be used in other Protocol types as well. The configuration for this gadget indicates which options will prompt the Performance Site Behavior.

Disclosure Status

This gadget will populate each research team member's COI Status and Disclosure Disposition. The COI Status is visible to anyone with view rights to the protocol. The Disclosure Disposition is only visible to compliance Admins. To implement this gadget add it to the People list. The COI data for each person will update dynamically on any protocols prior to approval.  Once a protocol is approved the data will be preserved to show what was reviewed when the protocol was last approved.  When a new submission is initiated the data on that submission will pull directly from the COI system again until it is approved.

Group

Note: This functionality has been replaced by using Section or Questionnaire Section and unchecking the Display on Form and Show Wrapper options. 

Personnel Researcher Roles 

This displays an Add button.  When the user presses the button they are able to select a Research Role, as configured in the Researcher section of the Roles page of the Protocol template. This gadget is part of the Person list by default.

Personnel Contact Roles

This creates an Add button.  When the user presses the button they are able to select a Contact Role, as configured in the Contact section of the Roles page of the Protocol template. This gadget is part of the Person list by default.

Researcher Roles Dropdown - INACTIVE/NO LONGER USED

Personnel Researcher Roles/Personnel Contact Roles should be used instead of this gadget.  This creates a dropdown list of the Research Roles, as configured in the Researcher section of the Roles page in the Protocol template.

Contact Roles Checkboxes - INACTIVE/NO LONGER USED

This creates a dropdown list of the Contact Roles, as configured in the Contact section of the Roles page in the Protocol template.

File Attachment

Allows you to search for or drag and drop a file to attach to your form.  This gadget allows a file attachment up to 100MB.  Please note, if watermarking is enabled only files 5MB or less will receive watermark.

NOTE: for protocol templates file attachment gadget should not be included in the General Information section since it will not retain attachments added in the initial screen.

Person Typeahead

This gadget will automatically search for a person in your HR feed as the user types their name. Once the appropriate user displays in the dropdown they can be selected and will be stored in the field.

Gadget Specific Settings: Placeholder will display grey example text to display prior to inputting a user.

Unit Select

This gadget displays a dropdown list of all the units in your institution's Groups Hierarchy. As the user types the dropdown list will highlight the next entry that matches what the user has typed in. 

External Data

The External Data Gadget allows an institution to setup an institutionally maintained data source to populate as a dropdown list or typeahead search in their Protocol forms. This allows a compliance administrator to setup values that can be updated without updating their protocol templates. Common use cases for this are buildings and rooms on campus where research can take place, or a list of available species for inclusion in an IACUC protocol.  More information can be found in the Protocols - External Data article.

Assign Ancillary Review

The Assign Ancillary Review gadget allows you to setup automatic assignment of an Ancillary Review to a protocol when it is initially submitted for review. When you configure the gadget you can setup Progressive Disclosure rules and link the gadget to a configured Ancillary Review group. This gadget will not display on the form, but if the Progressive Disclosure rules configured on the gadget are true when a protocol is initially submitted for review then the configured Ancillary Review group will be added to the protocol automatically. This will not happen on resubmission, or on submission of post approval actions. To learn more about configuring Ancillary Review check the Protocols - Ancillary Review article.

Adding a Gadget

When adding any gadget the below fields are available. The fields marked required must be completed:

• Field Label - Required - Will display as the field label in the form (if checked) but will display on reports by default as the header even if display as unchecked. Will also display in the gadget description in form designer when editing your form.
• Field Key - Required - The Field Key uniquely identifies the field within a particular form. Users can only set the field key once, when adding a gadget. The Field Key is what you will use to refer to the field in API calls and to find the correct field when you are establishing rules for behavior like progressive disclosure. Its length may not exceed 32 characters.  You can set yourself initially or if you save an entry without completing they system will assign one.
• Field Long Label - Optional - Is a longer description or explanation that includes rich text formatting and will display below the field label (if checked to display).
• Field Help - Optional - You can also use the Field Help data element to provide even more information to your users, and you can opt to display the help on the form. If you do not, an information icon will appear and users that need additional information can click that to obtain it.
• Field Width - Optional (defaults to Large) - Controls size/layout of gadget content text.  The options are: 
  X-Large/Large: Will display up to 1 item in the column across the page in normal display.
  Medium: Will display up to 2 items in a column across the page in a normal sized display (not minimized).
  Small: Will display up to 3 items in a column across the page in a normal sized display (not minimized).
• Validation - If you add a validation entry to a gadget it will be required before a user can submit their protocol.  This is not available in COI.