Importing Logs (Comment, Contacts, Email, Consent)

Each participant’s profile card includes a Log Section that tracks key interactions and records. The logs are categorized into four sections: Contacts, Emails, Consents, and Comments.

Permission Level of Site Admin Required for Importing & Exporting

Log Categories & Functions

1. Contacts Log

   • Records all interactions with a participant, including in-person visits, phone calls, and other contact points.
   • Used for tracking communication history across the team.

2. Email Log

   • Enables the sending of direct, one-way emails to participants.
   • Maintains a record of all emails sent through this system.

3. Consent Log

   • Tracks and stores all collected consent records from participants.
   • Ensures compliance and documentation of participant permissions.

4. Comment Log

   • Allows team members to add notes and comments following participant visits or interactions.
   • Facilitates internal communication and record-keeping.

Importing Logs

To import new logs, follow these steps:

• Access the Import Tool

• • Navigate to the Site Admin tab.
  • Locate and click on the Import tool.

• Select the Study

  • Choose Global Data Only or Click on the dropdown menu listing all available studies
  • Choose the study where the logs will be imported.
    
    

Download the Import Template

• • After selecting a study or the Global Data Only option, click the Template button.
  • The system will download an Excel file formatted specifically for your study.

Log Entry Requirements

• • When adding logs to existing participants, use one of the following identifiers:
    • Global ID (Best Identifier to prevent duplication of participants) OR,
    • First Name, Last Name, and Birthdate
  • One of these identifiers is required to ensure the logs are imported to the correct participant.

 

Importing Comment Logs

Import Template: Comment Log Fields

When importing Comment Log records using an EnrollNow import template, two fields are used to create the comment entry.

Supported Comment Log Fields

comment.1.text

Enter the text of the comment in this field. This is the note or message that will appear in the participant’s Comment Log.

comment.1.global

Use this field to determine whether the comment is global or study-specific:

• Enter TRUE to create a global comment that is accessible across all studies associated with the participant.
• Enter FALSE to create a comment that is associated only with the selected study.

Fields Not Imported

The following fields may appear in the Excel template but are ignored during the import process:

• comment.1.author
• comment.1.createdDate
• comment.1.lastUpdateDate

EnrollNow assigns or manages these values automatically when the Comment Log record is created.

Importing Contact Logs

Import Template - Contact Log Fields

When importing Contact Log records, the import template includes fields that correspond to the information stored in each participant’s Contact Log.

You can import up to four Contact Log entries per participant in a single import. To import more than four entries for the same participant, complete additional imports.

Contact Log Fields

Each Contact Log entry follows a numbered field structure. The first entry begins with contact_log.1.

contact_log.1.global

Determines whether the Contact Log entry is global or study-specific.

• Enter TRUE to make the entry visible across all studies associated with the participant.
• Enter FALSE to associate the entry only with the selected study.

contact_log.1.notify

Indicates whether the entry should show that the study team was notified.

• Enter TRUE to record the notification as sent.
• Enter FALSE if no notification should be recorded.

Note: Entering TRUE does not send an email or other notification. Any required notification must be sent separately.

contact_log.1.sticky

Determines whether the Contact Log entry is pinned to the top of the participant’s contact history.

• Enter TRUE to pin the entry.
• Enter FALSE to display the entry in the default order.

contact_log.1.lastContact

Determines whether the contact should update the participant’s global Last Date of Contact.

• Enter TRUE to update the participant’s Last Date of Contact.
• Enter FALSE if the contact should not update that date.

contact_log.1.comments

Enter any notes or additional details related to the contact interaction.

contact_log.1.contactType

Enter the type of contact.

Examples include:

• Phone Call
• In-Person Visit
• Email
• Text Message

contact_log.1.contactMethod

Enter the email address, phone number, or other method used to contact the participant.

contact_log.1.outcome

Enter the result of the contact attempt.

Examples include:

• Successful
• Voicemail Left
• No Answer
• Follow-Up Required

contact_log.1.regarding

Enter the reason or purpose of the contact.

Example: Follow-Up Appointment

contact_log.1.spokeTo

Identify the person contacted during the interaction.

Examples include:

• Participant
• Parent or Guardian
• Family Member
• Caregiver

contact_log.1.dateTimeOfContact

Enter the date and time the contact occurred using the following format:

MM/DD/YYYY HH AM/PM

Example: 03/12/2025 02:30 PM

contact_log.1.contactedBy

Enter the name of the team member who completed the contact.

Importing Multiple Contact Log Entries

To import additional Contact Log entries for the same participant, continue the numbering sequence for each set of fields:

• contact_log.2.global, contact_log.2.notify, and the remaining contact_log.2 fields
• contact_log.3.global, contact_log.3.notify, and the remaining contact_log.3 fields
• contact_log.4.global, contact_log.4.notify, and the remaining contact_log.4 fields

A maximum of four Contact Log entries can be imported for each participant in a single import. Complete another import when more than four entries need to be added.

Importing Email Logs

Import Template - Email Log Fields

When importing Email Log records, the template includes 9 fields per email entry that directly match the email log records. Up to four emails can be imported per participant in a single import. If more than four emails need to be imported, multiple imports must be conducted.

Email Log Fields in the Import Template

Each email log entry follows this structured format:

Recipient Information

• email_log.1.to.1.email – Primary recipient’s email address. (Up to 4 recipients can be added using corresponding fields)

• email_log.1.to.1.name – Primary recipient’s name. (Up to 4 recipients can be added using corresponding fields)

CC (Carbon Copy) Recipients

• email_log.1.cc.1.email – cc recipient’s email address. (Up to 4 recipients can be added using corresponding fields)

• email_log.1.cc.1.name - cc recipient’s name. (Up to 4 recipients can be added using corresponding fields)

BCC (Blind Carbon Copy) Recipients

• email_log.1.bcc.1.email – BCC recipient’s email address. (Up to 4 recipients can be added using corresponding fields)

• email_log.1.bcc.1.name – BCC recipient’s name. (Up to 4 recipients can be added using corresponding fields)

Email Content

• email_log.1.subject – Email subject line.

• email_log.1.message – The body of the email message.

Additional Email Log Attributes

• email_log.1.lastContact – Marks the email as the Global Last Date of Contact (TRUE/FALSE).

  • TRUE: Updates the participant’s last contact date in the system.

  • FALSE: No effect on the participant’s last contact date.

• email_log.1.sticky – Pins this email to the top of the email log (TRUE/FALSE).

  • TRUE: Email remains at the top.

  • FALSE: Email follows the default order.

• email_log.1.global – Marks the email as Global (TRUE/FALSE).

  • TRUE: The email log entry is visible across all studies.

  • FALSE: The email log entry is specific to the participant’s study.

• email_log.1.notify – Marks the email as having notified your team (TRUE/FALSE).

  • TRUE: The system will mark the notification as sent.

  • FALSE: No notification will be logged.

Importing Multiple Email Log Entries

You can import up to four Email Log entries for each participant in a single import.

For additional entries, continue the numbering sequence for each set of Email Log fields:

• email_log.2.to.1.email, email_log.2.subject, email_log.2.message, and the remaining email_log.2 fields
• email_log.3.to.1.email, email_log.3.subject, email_log.3.message, and the remaining email_log.3 fields
• email_log.4.to.1.email, email_log.4.subject, email_log.4.message, and the remaining email_log.4 fields

A maximum of four Email Log entries can be imported per participant at one time. To import more than four entries, complete additional imports as needed.

Importing Consent Logs

When importing Consent Log records, the import template includes fields that correspond to the information stored in each participant’s Consent Log.

You can import up to four Consent Log entries per participant in a single import. To import more than four entries for the same participant, complete additional imports.

Import Template - Consent Log Fields

Each Consent Log entry follows a numbered field structure. The first entry begins with consent_log.1.

consent_log.1.consentDate

• Enter the date the participant provided consent.

  • Format: MM/DD/YYYY

consent_log.1.consentType

• Enter the type of consent provided.

  • Examples include:

  • General

  • Research
  • Treatment

consent_log.1.consentTitle

• Enter the name or title of the consent document or agreement.

consent_log.1.expiration

• Enter the consent expiration date, when applicable.

  • Format: MM/DD/YYYY

consent_log.1.consentedBy

• Enter the name of the individual who provided consent.

consent_log.1.version

• Enter the version number or version name of the consent document, when applicable.

consent_log.1.comments

• Enter any additional notes or comments related to the consent.

Consent Log Attributes

consent_log.1.lastContact

• Determines whether the consent record updates the participant’s global Last Date of Contact.

  • Enter TRUE to update the participant’s Last Date of Contact.
  • Enter FALSE if the consent record should not update that date.

consent_log.1.sticky

• Determines whether the consent record is pinned to the top of the participant’s Consent Log.

  • Enter TRUE to pin the record.

  • Enter FALSE to display the record in the default order.

consent_log.1.global

• Determines whether the consent record is global or study-specific.

  • Enter TRUE to make the record visible across all studies associated with the participant.
  • Enter FALSE to associate the record only with the selected study.

consent_log.1.notify

• Indicates whether the record should show that the study team was notified.
  • Enter TRUE to record the notification as sent.
  • Enter FALSE if no notification should be recorded.
• Note: Importing a Consent Log entry does not send an email or other notification, even when consent_log.1.notify is set to TRUE.

Importing Multiple Consent Records

You can import up to four Consent Log entries for each participant in a single import.

For additional entries, continue the numbering sequence for each set of Consent Log fields:

• consent_log.2.consentDate, consent_log.2.consentType, consent_log.2.version, and the remaining consent_log.2 fields
• consent_log.3.consentDate, consent_log.3.consentType, consent_log.3.version, and the remaining consent_log.3 fields
• consent_log.4.consentDate, consent_log.4.consentType, consent_log.4.version, and the remaining consent_log.4 fields

To import more than four Consent Log entries for the same participant, complete additional imports as needed.