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Double Data Entry

Owned by Lindsey Brown-Taylor (Unlicensed)
Last updated: Dec 23, 2020 by Mary Irion
4 min read

Initial Considerations

Double data entry (DDE) should be used if the project intends to have data entered by 2 users, then confirmed by a reviewer and merged to a single record. DDE is intended to be used when all forms on a project should have data entered via DDE. The project would have 2 users assigned to enter data, the remaining users would be assigned as reviewers who compare and merge data from the 2 entries. If the user intends to have more than 2 data entry users, they should consider using DAGs instead.

DDE should be enabled before data collection, ideally during development. If you need it enabled after data has been collected, please connect with the REDCap administrative support staff to discuss your individual project needs.

The Process

  1. Submit a request to redcap@ccts.utah.edu to have DDE enabled on your project, include your project ID and/or Title in the request.

  2. After DDE has been enabled, assign your 2 data entry users:

    1. Navigate to the REDCap left menu > user rights > select user > under Double Data Entry, assign as Person #1 > return to user rights page > select next user > under Double Data Entry, assign as Person #2 > all remaining users will be default assigned as Reviewers

  3. Steps for Person #1 and Person #2 to enter data:

    1. Navigate to the REDCap left menu > add / edit records > create a new record > on the record homepage, select desired instrument(s) and enter data

  4. Steps for Reviewer to view, review, and merge data

    1. Reviewers can view Person #1 and Person #2’s records by navigating to the REDCap left menu > add / edit records > and selecting the record of interest (Person #1 has --1 after the ID, and Person #2 has --2 after the ID)

    2. Review records to merge: REDCap left menu > Data Comparison Tool > select [record_id]--1 and [record_id]--2 in the dropdowns > “compare”

       

       

    3. Only fields with different values from Person #1 and Person #2 will display in the comparison table

    4. Click the red text to modify the value in the [record_id]--1 or [record_id]--2 records

    5. select “Click here to merge them” to merge

       

       

    6. For each discrepant field, the reviewer will select which to maintain in the merge

       

    7. Record [record_id] will now exist (100 in the example above) in addition to [record_id]--1 and [record_id]--2 (100--1 and 100--2). Only the reviewer can see all 3.

Additional Considerations:

  1. Will data entries of the 2 users be maintained after data is compared and merged? Yes, the original data entry is maintained as [record_id]--1 and [record_id]--1 with the merged data as [record_id]

  2. I am a data entry user, but when I view a record it does not have the format [record_id]--1 or [record_id]--2, why is this? Data entry users cannot see the other data entry user’s data, and thus the record will only appear as [record_id] without any dashed identifier as entry 1 or 2. Once data is merged, reviewers will see [record_id]--1 [record_id]--2 and [record_id]; however, the data entry users will still only see 1 record (their originally entered data) as [record_id]. Note, this data entry users cannot see the merged record.

  3. How do I export only merged records? Navigate to the REDCap left menu > Data exports, reports, and stats > create a report > step 1: identify who has access to the report, step 2: identify what data you plan to include in this report and export, step 3: select “use advanced logic” for filters > type in the follow logic: not_contain([record_id],”--”) > save report > view report > “export data” button at top of report

  4. Once a record is merged, what happens to changes to forms for [record_id]--1 and [record_id]--2 ? Any changes to these initial records will not be applied to the merged record. Reviewers can see the updated [record_id]--1 and [record_id]--2 records.

    1. To apply changes to the merged record, a reviewer can enter the merged record [record_id] and manually make the changes. Alternatively, the merged record can be deleted (REDCap left menu > add / edit records > select [record_id] > “choose action for record” dropdown > delete record > then re-merge [record_id]--1 and [record_id]--2

  5. Is DDE compatible for repeating forms? No, DDE will only apply to the 1st instance of a repeating form.

  6. Why is auto-numbering disabled with DDE? Because records are numbered with --1 or --2 appended to the record ID, the auto-numbering will not function properly.