Open the page titled Inventory Configuration under the Study menu. This page will only be available with proper role permissions.

This can also be done on the TrialKit app.

See below the annotated image for detailed descriptions of the functions on this page:

1. Define the workflow each item in the inventory will follow. This must be done before an inventory can be uploaded. Read more below on setting up the product workflow.

2. Select the corresponding inventory and upload the master inventory file (CSV format only). Be sure the file is set up properly based on how the file was defined in the inventory configuration form. Using the TrialKit mobile app, items can also be individually scanned directly into the inventory if they have a barcode. The system will populate the identifier column with the barcode ID automatically and allow the user to fill out any other details which were defined in the import configuration form.

As the study progresses, new items can be added to the csv file and then uploaded in the same location. The system will append those new items onto the existing master inventory list without affecting pre-existing items.

3. OPTIONAL: Relate the inventory to a randomization. This allows the system to auto-allocate an item from inventory based on the subject's allocation assignment in the randomization schedule. Read the previous article on how to configure the import file properly if this function is being used. When this method is used, the system will automatically place site activation orders and subsequent site refill orders based on the floor/ceiling levels defined for the corresponding inventory.

4. Define the Type of each item which was imported. This is how the system can display the type meaning in the various inventory reports. See this article for explanation of the type. 

5. After inventory has been imported (item 2 above), a page refresh may be needed to populate this table where item types and quantities are displayed for the various possible item statuses. Here's an example:

6. Initial site activation occurs here. This is how the system will send an email notice to distribution (normally an external/3rd party IP vendor) of items that need to be shipped to the respective site, and similar notification to the site contact person. This step is only required for initial site activation. All other orders are made automatically by the system as sites hit the floor levels.

Note, site orders cannot be made successfully by the system if contact info is missing for any of the workflow levels.

7. Inventory Levels by site display similar metrics as item 5, but on a per site basis, rather than study-wide. 

8. Reset Inventory is only used for testing or UAT purposes when an Administrator would like to reset and clear the inventory completely without losing the configuration. This permission should be disabled when study is live to prevent accidental reset.

Details for defining an Inventory workflow:

1. Select the inventory to define/edit the workflow for.

2. Add or edit workflow steps which each item from inventory will follow. This can be as few or as many steps as necessary. The applicable roles for each step of the workflow is an important factor. Items with site specific visibility need to SITE type roles, which are defined in Role security. 

  • The name/email/address will be the contact person who receives the shipment notices. This can be a contact which never accesses or utilizes Clinical Studio. The role defined in the first workflow level will ALSO get copied on these notices.
  • The site level workflow contact information is not needed because each site will have its own contact. The site contact is named in the site inventory contact form within the Site Manager under the website host menu. If that form does not exist in your Site Manager, it can easily be imported from the Inventory Forms public form library.