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 (i) icon, Coder displays high-level information about the Form:

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

Tooltip showing high-level form information

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 master checkbox in the header. You can clear the master 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 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 Focus icon 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 Form icon 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 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 mode and Grouped mode. To change your viewing mode, click either the List Mode or Grouped Mode buttons above the list.

Viewing Buttons

You can only post queries or attach notes to Code Requests when you are using List mode.

List Mode

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

Code Request Listing for a WHODrug form in List mode
Code Request Listing for a WHODrug form in List mode
Code Request Listing for a MedDRA form in List mode
Code Request Listing for a MedDRA form in List mode

When multiple Code Requests are selected in List Mode, 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.

Grouped Mode

In Grouped mode, 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.

Code Request Listing for a WHODrug form in Grouped mode
Code Request Listing for a WHODrug form in Grouped mode

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.

Code Request Listing for a MedDRA form in Grouped mode
Code Request Listing for a MedDRA form in Grouped mode

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

Sorting & Filtering Code Requests

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

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.

For WHODrug forms, you can sort by these columns: For MedDRA forms, you can sort by these columns:
  • 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 view Code Requests pending coding, filter Code Requests by selecting Open, Uncoded, Updated, and Noncurrent for Coding Status. To review coded Code Requests, filter by selecting Autocoded and Coded for 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. Filtering by the Open coding status

  4. Click outside of 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.

To clear your filters:

  1. Click the Arrow to open the Coding Status filter.
  2. Clear a status’s checkbox to exclude that status from your filtered list.
  3. Click Clear All to remove all Coding Status filters and display all Code Requests.
  4. Click outside of the filter drop-down to close it.

Filter by Query Status

You can also filter Code Requests by Query Status.

To view only Code Requests with no open queries, filter by None and Closed. This excludes Code Requests with any open queries.

To view only Code Requests with queries, for example, while making decisions about query responses and escalations with sites, filter by Query to Site, Site Responded, and Re-Queried Site.

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. Filtering by the Query to Site query status

  4. Click outside of 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.

To clear your filters:

  1. Click the Arrow to open the Query Status filter.
  2. Clear a status’s checkbox to exclude that status from your filtered list.
  3. Click Clear All to remove all Query Status filters and display all Code Requests.
  4. Click outside of the filter drop-down to close it.

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. Verbatim Search field

  2. Vault Coder automatically searches as you type. Verbatim Search results

  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. Clear your search

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. Form icon

  3. Vault opens the EDC Form that originated Code Request in the Form dialog.
    Concomitant Medications EDC form 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. Audit Trail action

  3. Vault opens the Code Request audit trail in the Audit History dialog. Audit History dialog for a _Coded_ request

  4. When finished, click Close.

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