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      Registry Search and Filtering Overview

      Registry Search and Filtering Overview

      Recruiting participants can be challenging and may delay study timelines. To streamline the process, Ripple sites maintain a registry of all past participants, which is accessible to Site Admins and users with registry access. This allows for efficient leveraging of past participants in future studies.

       

      The registry is managed using two key tools: Searching (red) and Filtering (blue). This article will outline the main functions of each tool and provide tips on how to effectively use them to maximize the potential of your registry.

       

      Search

      The Search bar is an open, short-text field that allows custom queries within your registry database. It retrieves variables that begin with the entered search term. For instance, searching "John" may return results like a first name "John," a last name "Johnson," or an address "John R Road." However, it will not match variables where the search term appears in the middle or at the end, such as "Sunjohn" or  "Michaeljohnson@gmail.com".

      The following fields will return inquiries from the search bar:

      • Family ID
      • Global ID
      • First Name
      • Last Name
      • Tags
      • Ethnicity
      • Race
      • Contact Information

      Note

      When searching for participants with multiple spaces in their names, the search performs a partial match. For example, if the search term is "Aretha Louise Franklin," it will look for a first name of "Aretha" and a last name of "Franklin."

      Additionally, within the Contacts section, only the following fields are searchable: Contact Name, Address 1, Address 2, Phone, and Email.

       

      Note

      If you're searching for numerical or text-based values that include a decimal place or period, make sure to add quotes around it. For example, if you're searching for participants for a BMI of 28.7, your search should read "28.7". This will ensure that you're getting the most accurate result.

       

      Filter

      Filters are predefined variable sets that allow you to segment your registry into specific target groups based on existing demographics. They display only options for pre-existing variable data. Multiple filters can be combined to refine your search for the same inquiry, enabling precise targeting, as illustrated below. 

      When using two filters simultaneously, the registry applies both filters together, searching for entries that meet the criteria of Filter A AND Filter B. This ensures that only participants matching both conditions are included in the results. 

      In the example, the registry will be filtered by Age, Education, and Speaking Style, meaning it will only display participants who meet the criteria for all three filters. 

      • The Age filter is a preset field created by Ripple. It is an open field where you can input a custom value. The filter uses an "equal to" logic—typing in "25" will display all participants who are exactly 25 years old. 
      • The Education Level filter is a custom variable created by this lab and is configured as a dropdown menu with predefined answers. It uses a "not equal to" logic, meaning the selected options will be excluded from the results. For example, if the filter is set to omit "Postgraduate Degree" and "Did Not Finish Secondary School," the results will include participants who do not have a postgraduate degree but have completed secondary school. Those with a postgraduate degree or who did not finish secondary school will be excluded. 
      • The Speaking Style filter is a custom variable created by this lab, featuring predefined dropdown menu options. It is configured with an "equal to" logic, meaning it will display all participants whose speaking style matches the selected option. For instance, selecting "Outgoing/Insightful" will show all participants with that specific speaking style. 

       

      Multi-Select Variables

      When using multi-select variables (dropdown options that allow more than one response), it's essential to understand the filtering logic:

      • Within the same filter box, selecting multiple options applies an OR logic. For example, if you select Option A and Option B, the registry will display participants who meet either condition—those matching Option A OR Option B.

       

       

      In the example above, if you filter within the same box for participants who are either Hawaiian or Native American, the registry will display participants matching either option (Hawaiian OR Native American).

      However, when filtering multi-select variables in different filter boxes, the registry applies an AND logic. This means it will display participants who meet both conditions—those for whom Option A AND Option B are true simultaneously.

       Using the filter set above, the registry applies an AND logic between the studies, displaying only participants who are in BOTH "Jon Test Study" AND "C-New Study." Participants who are in only one of the studies will be excluded from the results.

       

      Searching and Filtering in unison

      The registry allows you to combine both search and filtering in a single inquiry. When used together, the results reflect the combination of both criteria, not one or the other.

      For example, if you apply the Age filter set to "65" and use the search bar with the term "Elizabeth," the registry will display participants who are both aged 65 and named Elizabeth.

       

      Ordering the Registry's Columns

      The columns of the registry can be sorted using two column headers: Name and Date of Last Contact. This allows you to organize participants alphabetically by name or chronologically by the date they were last contacted. 

      The Name column allows you to sort participants alphabetically by last name, either in forward order (A-to-Z) or reverse order (Z-to-A). For example, the registry sorted in reverse alphabetical order by last name would display participants starting with names at the end of the alphabet first. 

      The Last Contact column allows you to sort participants by the Global Date of Last Contact in either ascending or descending order. The Global Last Date of Contact represents the most recent date a participant was contacted by your study team, across all studies, provided the contact was marked as global. Contacts not marked as global will not appear in this column.

      For example, if sorted by the longest ago, the registry might display participants with the earliest global contact date first, such as July 31, 2017, for your lab.