> ## 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.

# Submission

> Submit and finalize collected data

Data submission is the process of marking data entry as complete and submitting it for review. This transitions data from "in progress" to the review workflow.

## Submission Process

<Steps>
  <Step title="Complete Data Entry">
    Fill in all required fields in the questionnaire.
  </Step>

  <Step title="Review Entry">
    Review all entered data for accuracy.
  </Step>

  <Step title="Validate">
    Ensure all validation rules pass.
  </Step>

  <Step title="Submit">
    Click "Complete" or "Submit" to finalize.
  </Step>
</Steps>

## Record Status Flow

After submission, records follow this workflow:

```
In Progress → Completed (Site) → Verified (Study Team) → Signed (Site)
```

| Status                    | Description                 |
| ------------------------- | --------------------------- |
| **In Progress**           | Data entry ongoing          |
| **Completed (Site)**      | Submitted by site           |
| **Queries in Progress**   | Has open queries            |
| **Verified (Study Team)** | Reviewed and verified       |
| **Signed (Site)**         | Signed by authorized signer |

## Submission Requirements

Before submission is allowed:

### Required Fields

All required fields must be completed:

* Indicated with required marker
* Validation prevents submission if missing
* Optional fields can be left blank

### Validation Rules

All validation must pass:

* Range checks
* Format validation
* Cross-field validation

### Warnings vs. Errors

| Type        | Effect                                |
| ----------- | ------------------------------------- |
| **Error**   | Blocks submission until resolved      |
| **Warning** | Allows submission with acknowledgment |

## What Happens After Submission

### Site View

After submission, site users:

* Can view the submitted data
* Cannot edit without reopening
* See the submission timestamp

### Study Team View

Study team can:

* Review submitted data
* Raise queries for clarification
* Verify the record
* Send for signature

## Reopening Submitted Records

If changes are needed after submission:

### Before Verification

<Steps>
  <Step title="Navigate to Record">
    Open the submitted questionnaire response.
  </Step>

  <Step title="Reopen">
    Click "Edit" or "Reopen" (if available).
  </Step>

  <Step title="Make Changes">
    Update the data as needed.
  </Step>

  <Step title="Re-submit">
    Submit again after changes.
  </Step>
</Steps>

### After Verification

Changes to verified records:

* May require query process
* Resets verification status
* Documented in audit trail

<Warning>
  Reopening submitted records is tracked. Always document reasons for changes.
</Warning>

## Submission Timestamps

All submissions are timestamped:

| Timestamp        | Description                   |
| ---------------- | ----------------------------- |
| **Created**      | When record was first created |
| **Last Updated** | Most recent change            |
| **Submitted**    | When marked complete          |
| **Verified**     | When study team verified      |
| **Signed**       | When signature applied        |

## Audit Trail

Submission events are recorded:

* Who submitted
* When submitted
* Any subsequent changes
* Re-submissions

Access the audit trail from the record detail view.

## Batch Submission

Submit multiple records at once:

<Steps>
  <Step title="Select Records">
    From the participant list, filter for completable records.
  </Step>

  <Step title="Review">
    Ensure all records are ready for submission.
  </Step>

  <Step title="Bulk Submit">
    Submit all selected records.
  </Step>
</Steps>

<Tip>
  Even with batch submission, ensure each record has been reviewed individually.
</Tip>

## Submission Notifications

Notifications can be configured for:

* Study team: When new data is submitted
* Site team: When queries are raised
* Signers: When records need signature

## Best Practices

<AccordionGroup>
  <Accordion title="Review Before Submitting">
    Always review data before submission to minimize queries.
  </Accordion>

  <Accordion title="Submit Promptly">
    Submit completed records promptly to keep the review process moving.
  </Accordion>

  <Accordion title="Address Validation Issues">
    Resolve validation warnings before submission when possible.
  </Accordion>

  <Accordion title="Document Changes">
    If changes are needed after submission, document the reason clearly.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Data Quality" icon="magnifying-glass" href="/data-quality">
    Review and verification process.
  </Card>

  <Card title="CRF Signing" icon="signature" href="/participants/crf-signing">
    Signature workflow after verification.
  </Card>
</CardGroup>