> ## Documentation Index
> Fetch the complete documentation index at: https://docs.carelane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Data Entry

> Enter data into questionnaires and forms

Data entry is the process of capturing participant information into structured questionnaires. This guide covers the mechanics of entering data in Carelane.

## Accessing Questionnaires

### From Participant Record

<Steps>
  <Step title="Open Participant">
    Navigate to the participant record.
  </Step>

  <Step title="View Pathway">
    See available questionnaires in the pathway view.
  </Step>

  <Step title="Select Questionnaire">
    Click on the questionnaire to open it.
  </Step>
</Steps>

### From Site Dashboard

View pending data entry tasks across all participants:

* Filter by status (not started, in progress)
* Filter by due date
* Sort by priority

## Entering Data

### Basic Entry

<Steps>
  <Step title="Open Form">
    Open the questionnaire in edit mode.
  </Step>

  <Step title="Navigate Sections">
    Use the navigation to move between sections.
  </Step>

  <Step title="Fill Fields">
    Enter data into each field.
  </Step>

  <Step title="Save Progress">
    Click Save to preserve your work.
  </Step>
</Steps>

### Field Types and Entry

| Field Type          | How to Enter                             |
| ------------------- | ---------------------------------------- |
| **Text**            | Type directly into the field             |
| **Number**          | Enter numeric value; decimals if allowed |
| **Date**            | Use date picker or type in format        |
| **Single Choice**   | Select one option from list              |
| **Multiple Choice** | Select all applicable options            |
| **Boolean**         | Select Yes or No                         |
| **Attachment**      | Click upload and select file             |

### Required Fields

Required fields are marked with an indicator:

* Cannot complete the form until all required fields are filled
* Validation shows which fields need attention
* Optional fields can be left blank

## Saving and Status

### Save vs. Complete

| Action       | Result                                         |
| ------------ | ---------------------------------------------- |
| **Save**     | Data preserved, form remains In Progress       |
| **Complete** | Data saved, status changes to Completed (Site) |

<Tip>
  Save frequently during data entry. You can return to complete the form later.
</Tip>

### Auto-Save

Forms may auto-save periodically. Look for the save indicator showing when data was last saved.

## Validation

### During Entry

Real-time validation shows:

* Format errors (e.g., invalid date format)
* Range violations (value outside min/max)
* Required field indicators

### On Completion

When marking complete:

* All required fields must be filled
* All validation rules must pass
* Warnings may allow override with confirmation

## Conditional Logic

Some fields appear based on conditions:

* Answering "Yes" may reveal follow-up questions
* Selecting certain options may show additional fields
* Conditions are defined in the questionnaire design

<Accordion title="How Conditional Fields Work">
  Fields with conditions are hidden until their conditions are met. If you change an answer that triggers a condition, related fields appear or disappear accordingly.
</Accordion>

## Calculated Fields

Some fields are auto-calculated:

* Computed from other entered values
* Cannot be manually edited
* Update automatically when source values change

Examples: BMI from height/weight, total scores from subscales.

## Editing After Completion

Once completed, editing may be restricted:

### Before Verification

* Site team can usually edit
* Changes are tracked in audit trail
* May require reason for change

### After Verification

* Editing may require query resolution
* Changes reset verification status
* Study team approval may be needed

<Warning>
  All changes to completed records are tracked in the audit trail. Always provide accurate reasons for corrections.
</Warning>

## Handling Missing Data

### Unknown Values

If data cannot be obtained:

* Use designated "Unknown" options if available
* Document why data is missing
* Required fields cannot be left blank without explanation

### Not Applicable

If a field doesn't apply:

* Use "Not Applicable" option if available
* Skip optional fields as appropriate
* Conditional logic may hide irrelevant fields

## Keyboard Navigation

Efficient data entry using keyboard:

| Key         | Action                      |
| ----------- | --------------------------- |
| `Tab`       | Move to next field          |
| `Shift+Tab` | Move to previous field      |
| `Enter`     | Select/confirm in dropdowns |
| `Space`     | Toggle checkboxes           |

## Best Practices

<AccordionGroup>
  <Accordion title="Verify Source Data">
    Always verify data against source documents before entering.
  </Accordion>

  <Accordion title="Double-Check Entries">
    Review entries before saving, especially numeric values.
  </Accordion>

  <Accordion title="Note Unclear Data">
    If source data is unclear, add a note and raise a query if needed.
  </Accordion>

  <Accordion title="Complete Promptly">
    Enter data promptly after collection while information is fresh.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Questionnaires" icon="file-lines" href="/data-collection/questionnaires">
    Questionnaire structure and design.
  </Card>

  <Card title="Submission" icon="paper-plane" href="/data-collection/submission">
    Submitting completed data.
  </Card>
</CardGroup>