Viewing Code Requests

Once you open a coding Form, Vault Coder opens the Code Request Listing table for that Form, which lists all existing Code Requests associated with that form. From here, you can then narrow down the list of Code Requests, view details about Code Requests, as well as assign codes.

Viewing Form Information

When you click on the Information () icon, Coder displays high-level information about the Form:

• Study name
• Form name
• The form’s assigned Dictionary Release
• The study’s Sponsor

Selecting a Code Request

You can select a Code Request by clicking anywhere in that code request’s row in the Code Request Listing. Once you select a Code Request, Vault highlights its table row, indicating that it is selected.

To select multiple Code Requests, select the checkbox for each Code Request you want to select. To deselect a Code Request, clear its checkbox.

You can select all Code Requests by selecting the Select All checkbox in the header. You can clear the checkbox to deselect all Code Requests.

When the master checkbox displays a horizontal line, at least one Code Request in the table is currently selected.

When you select a Code Request, Vault Coder does the following:

• Displays the details about the Code Request in the Code Request Properties panel
• Displays coding Suggestions in the Suggestions subtab of the Coding panel
• Searches for the code request’s Verbatim in the coding dictionary and displays the results in the Dictionary subtab of the Coding panel

Once you select a Code Request, Vault displays the following options in the Verbatim column for that Code Request:

Name	Icon	Description
Focus		Click the Focus icon to choose a Primary Selection from a group of selected Code Requests during batch coding. During batch coding, the Primary Selection is the Code Request that Vault references in Code Request Properties panel and the Coding panel. Vault uses this Code Request to display coding suggestions and dictionary search results.
Form		If you need more contextual information to apply or review a Code Request, you can view the EDC form that originated the Code Request by clicking on the Form icon. See details below.
More Actions menu		The More Actions menu allows you to view the Audit Trail for the Code Request. See details below.

Viewing Modes

You can view the Code Request Listing in two modes: List view and Grouped view. To change your viewing mode, click either the List View or Grouped View buttons above the list.

List View

By default, the Code Request Listing opens in List view. While viewing Code Requests in List view, you can select individual Code Requests, or select multiple Code Requests to create a group.

When you select multiple Code Requests while in List view, one of the Code Requests serves as the Primary Selection. This is the Code Request that Vault codes all other Code Requests to during batch coding. When you select an individual Code Request, or a group’s Primary Selection, Vault Coder displays its properties in the Code Request Properties panel.

Group View

In Grouped view, Vault groups similar Code Requests into groups in the Code Request Listing table. If you select a Code Request in a group, you’re automatically selecting all other Code Requests in the group as well.

For WHODrug forms, Vault Coder matches Code Requests and places them into groups by comparing the following properties: Verbatim, Coding Status, the Assigned Code, and Indication and Route (when configured). If your Study is configured to exclude Indication and Route, these properties do not influence the grouping process.

For MedDRA forms, Vault Coder matches Code Requests and places them into groups by comparing the following properties: Verbatim, Seriousness, Coding Status, and the Assigned Code. If your Study is not configured to include SAE (Serious Adverse Event) data, then the Seriousness property does not influence the grouping process.

While in Grouped view, you can’t post Queries or attach Notes to Code Requests to individual Code Requests. Switch to List view to use queries and notes.

Choose which Columns to Display

You can choose which columns to display in the Code Request listing for both List and Group views.

Note that you can’t remove these columns:

• Verbatim
• Seriousness
• Coding Status
• Assigned Code

To edit columns in List View:

1. Navigate to the Code Request Listing for a form.

2. From the Actions menu, select Edit Columns - List View.

3. In the Edit Columns - List View dialog, use the Shuttle buttons to move columns from Available Columns to Columns in Use.

4. When finished, click Save.

To edit columns in Group View:

1. Navigate to the Code Request Listing for a form.

2. Click Group View to switch to Group View.

3. From the Actions menu, select Edit Columns - Group View.

4. In the Edit Columns - Group View dialog, use the Shuttle buttons to move columns from Available Columns to Columns in Use.

5. When finished, click Save.

Sorting & Filtering

By default, Vault Coder sorts Code Requests alphabetically (A-Z) in the Code Request Listing table and displays all existing Code Requests for a Form.

You can narrow your list of Code Requests by:

• Clicking on a Column Header
• Filtering by Code Request status
• Filtering by Query status
• Filtering by Site
• Filtering by Subject

Sort by Column Headers

You may sort the Code Request Listing table by clicking on the following column headers: Verbatim, Indication, Route, and Status for WHODrug forms and Verbatim, Seriousness, and Status for MedDRA forms.

To sort the list of Code Requests, click on a sortable column header.

WHODrug	MedDRA
Verbatim Indication* Route* Status	Verbatim Seriousness* Status
* Vault Coder only displays this column when your Study and Coding Form are configured to show it. Contact your Coding Administrator for details.

Filter by Coding Status

You can filter Code Requests by Coding Status.

To filter Code Requests by Coding Status:

1. Click the Arrow to open the Coding Status filter.
2. Optional: Search for a Status to locate the status you want to filter by.

3. Select one or more Coding Statuses by selecting the status’s checkbox.

4. Click outside the filter drop-down to close it.

Vault filters the Code Requests and displays only those requests in the status or statuses that you selected.

Filter by Query Status

You can also filter Code Requests by Query Status.

To filter Code Requests by Query Status:

1. Click the Arrow to open the Query Status filter.
2. Optional: Search for a Status to locate the status you want to filter by.

3. Select one or more Query Statuses by selecting the status’s checkbox.

4. Click outside the filter drop-down to close it.

Vault filters the Code Requests and displays only those requests with queries in the status or statuses that you selected.

Filter by Site

You can filter the list of Code Requests to only show requests originating from a certain Site or group of Sites.

To filter by Site:

1. Click the Arrow to open the Site filter.
2. Optional: Search for a Site to locate the site or sites you want to filter by.

3. Select one or more Sites by selecting the site’s checkbox.

4. Click outside the filter drop-down to close it.

Filter by Subject

You can filter the list of Code Requests to show only requests for certain Subjects. Coder allows for filtering by Subjects that have passed screening (been in the Screened status). Subjects that are in the Pre Screen, In Screening, and Screen Failure statuses aren’t available for filtering.

To filter by Subject:

1. Click the Arrow to open the Subject filter.
2. Optional: Search for a Subject ID to locate the subject or subjects you want to filter by.
3. Select one or more Subjects by selecting the subject’s checkbox.
4. Click outside the filter drop-down to close it.

Clearing Filters

To clear a filter:

1. Click the Arrow on the filter you want to clear to open it.
2. Clear a filter checkbox to exclude it from your filtered list.
3. Click Clear All to remove all options from the filter and display all Code Requests. Note that if you have more than one filter applied, for example, both Coding Status and Query Status, clearing one filter does not remove the other.
4. Click outside the filter drop-down to close it.

Refreshing Code Requests

Another user may add to a Synonym List while you’re coding, prompting the system to autocode Verbatims that are pending coding. In this case, the coding page will not automatically update the coding status but will display a warning symbol in the upper right corner of the coding table next to the Refresh button, indicating that the data in the table is out of date.

In the below screenshot, the selected Verbatim “Headache” has an Uncoded status in the coding table but has an assigned code in the Assigned Code card. In this case, you can refresh the Code Request table with the Refresh button to capture the latest information. A warning icon will appear every time your data needs to be refreshed. Refreshing does not remove your filters.

Verbatim Search

You can view only Code Requests with a certain verbatim term by searching for that term in the Verbatims column. Vault Coder then only displays Code Requests which match your search term exactly. Note that this search automatically includes wildcards. This means that the search results include the search phrase anywhere within the code request’s verbatim value. You can learn more about wildcards here.

To search for a verbatim term:

1. Enter a term in the Search Verbatims search box.

2. Vault Coder automatically searches as you type.

3. Vault displays Code Requests that contain an exact match to your search phrase. You can now sort and filter the list of Code Requests.
4. Click Clear to clear your search and display all Code Requests for a form.

View the EDC Form for a Code Request

You can view the EDC Form which originated a Code Request from the Listing page:

1. Hover over the Code Request.

2. Click the Form icon.

3. Vault opens the EDC Form that originated Code Request in the Form dialog.

4. When finished, click Close.

View a Code Request’s Audit Trail

You can view the Audit Trail for a Code Request from the listing. The Audit Trail lists all audit events related to that Code Request, such as status changes and coding.

1. Hover the Code Request to display the More Actions menu.

2. From the More Actions menu, select Audit Trail.

3. Vault opens the Code Request audit trail in the Audit History dialog.

4. When finished, click Close.