Users at study sites are able to access local inventory items for the purpose of accepting items, rejecting items, and assigning items to subjects. Access to Inventory Management and functions within are permissions that must be granted by the study designer.

Access can be verified by opening the following page located under the 'Subject' menu.

Note: The TrialKit mobile app on iOS and Android can be used as well to accomplish the same functions outlined in this article, with the added benefit of scanning capabilities to accept items into local site inventory simply by scanning the barcodes (if applicable to the product). If doing bulk item assignment to each subject, the app can also be used to select a single subject and scan multiple items directly to that subject.

See the detailed descriptions below the image for accepting or rejecting items from inventory:

1. Select the inventory you wish to view. Most studies will only contain one.

2. The workflow level will be automatically selected for any user who has a defined role in inventory management.

3. The table lists all products which have been allocated to the site (see site filter on right side). This is based on the sites you are a member of.

4. Select the action you wish to take: Accept, release, reject. These are described more below.

5. Based on the action previously selected, checkboxes will appear next to the items which that action can be taken upon.

6. Perform the action on the selected items

7. Site filter based on the sites that a user is a member of.

8. Larger barcode display, accessible by clicking the barcode in the inventory list above. This is helpful when utilizing scanning functionality.

When to accept, release, or reject items - Important points:

  • Items can only be accepted when they are still awaiting acceptance. This is the common disposition of an item which may still be in shipping status.
  • Items can only be released after they have been accepted, but not yet assigned to a subject. Releasing is a manual method for pushing something out of local inventory without triggering an automatic re-order (if applicable to the study).
  • Items can be rejected only prior to being accepted, such as when an item is received in shipping, but is found to be damaged or the wrong item. If auto-re-order is being used in a study, rejecting an item will force the system to check site quantities.

If products are automatically being assigned to patients via the IWRS functionality, then no further steps are needed.

If products must be manually assigned to a patients, this is done by the following methods:

  • A choice field selection within a CRF - The study designer will have a dropdown choice field somewhere throughout the study where a single product from inventory is assigned to a patient. 
  • Barcode scanning via the mobile app:

Select a patient to scan items to. If the item is in local inventory, the product and item will display below the barcode image immediately upon scanning. This makes for very rapid assignments.

In the example below, the barcode scanned is not in local inventory, so there is no assignment being made to the subject currently selected.

The inventory manager also produces its own barcode for each item in inventory. This is helpful if the item is missing a barcode to scan. These can also be printed off as labels if desired.