Clear all form data

If you need to clear the data from flat forms all at once instead of clearing one question at a time, you can using the Clear Form option. But, you can only clear data your permissions allow you to edit. This option also includes safeguards to protect restricted data.

Note:

You cannot clear a visit date using the Clear Form option. If you need to clear a visit date from a visit, see Clear a visit date.

Before you clear data from flat forms, consider the following:

• You have access to the form and are assigned a study role that includes the Edit Form Data for Subjects permission.
• You cannot clear:
• • Questions that are locked, frozen, or read-only.
  • Questions tied to other data such as parent questions with child data used in the same visit, a future visit, or a dynamic visit.
  • Questions that triggered the creation of a subject safety case.
  • Drug reconciliation forms.
  • Repeating forms.
  • More than one flat form at a time.
• You can only clear one form at a time.
• Any data cleared from the whole form has the same impact as if you cleared it at the question level. For example, it still can trigger any Query, Calculation, or Notification Custom rules.
• If you clear signed or verified questions, you can see the clear operation in the Audit History and the system records the Unsign or Unverify operation.

To clear data from a flat form:

1. On the Home page, determine where to work. For more information, see Access study modes and pages.
2. Along the top, select Subjects (if not selected already).
3. Filter your view based on several criteria. For more information, see Filter subjects in a study.
4. Locate the subject and select the form with the questions you want to clear.
5. Select Clear Form from the top-right area of the form. This opens the Clear Form dialog box.
6. From the Reason for Change drop-down, select one of the following reasons:
   • Change for Encoding
   • Incorrect Subject
   • Investigator Correction
   • Transcription Error
   • Other
7. Select Clear. The application clears the questions that were not locked, frozen, or read-only from the form and you see a success confirmation message at the top of the dialog box. The form still exists and remains in the visit. The system sends individual clear events per question to other systems and updates downstream systems such as the Subject Data report and Clinical One Cloud Service Analytics (Subject Forms dataset).

   Note:

   If the Clear Form option cannot clear certain questions, it skips the question and you see the reason listed in the dialog box. However, in certain scenarios with rules, it may clear a read-only message even though it shows a reason of "cannot clear read-only items" message. For example, if the form has a rule where when item B (editable) gets cleared, clear item A (read-only) also and then you clear the entire form, it clears item A indirectly because the rule triggered it to clear item A after clearing item B. Without that rule, it would not clear the read-only item.
8. Select Close to close the dialog box.
9. Select Save & Close. This resets the questions and changes the status of the form to New if all the data cleared. If only the some of the data clears, the form status changes to In Progress or Incomplete. (If all forms in the visit are cleared, the visit resets to New.)

   Note:

   If the form contains hidden or restricted data that you do not have permission to edit, you cannot clear it. Users with the appropriate permissions may still see the form with the hidden questions.