Approve a form for data collection
Open the draft form in the editor and click Approve (or the "v1.0 · Draft" badge). Add an optional reason, click Continue to Signature, type your password and click Sign and Approve. The form is locked and can now collect data.
Where to find it
Form editor > Approve
Before you start
- You are the Study Owner. Study Managers and Administrators build forms but cannot approve them.
- The form has a code (OID) in Settings > Identity.
Approve the form
Open the draft form in the editor and click Approve, or click the v1.0 · Draft badge.
Read "Approving locks this form..." and add an Approval reason if you like.
Click Continue to Signature.
If the button is greyed out, the form has no OID yet: set it in the Settings tab.
Check the signature details. The meaning is "I approve this form version for use in the study and confirm it is complete and accurate."
Type your password and click Sign and Approve.
You see "Form approved and signed". The form shows Approved and is locked.
What approval changes
- Questions, settings, scoring, the OID and the SDTM domain are frozen.
- Sites can now enter data on this CRF. Until approval they see "Form not approved", even in draft studies.
- To change an approved form, create a new version.
- Click the Approved badge to see who approved it and when, and View full audit trail for the form's whole history.
Common messages
| Message | What to do |
|---|---|
| "This form needs a code (OID) before it can be approved." | Set the OID in Settings > Identity (form code). |
| "Four-eyes principle: approver must differ from form creator" | Your study requires a second person to approve. Ask another Study Owner. |
| "Permission denied: approve_questionnaires" | Only the Study Owner can approve forms. |
| "Your sign-in session has ended..." | Sign out, sign in again and approve once more. |
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Still need help?
Email support@capture.study or use the contact form. Tell us the study name, what you were trying to do and the exact message on screen; a screenshot helps.
Please never send participant names, contact details or health information to support.