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Subjects and Records

Subjects are the anchor for uploads, reports, and audit history. This page covers creating subjects and archiving records.

Creating a subject​

Who: Study Admins (Uploaders and Readers cannot create subjects unless they also hold an admin role).

Where: Data → Subjects

The Subjects screen, listing the subjects for a site

Steps​

  1. Open the Subjects screen and click Create Subject.
  2. In the Create Subject drawer:
    • Select Site.
    • Enter the Subject ID — numeric identifiers only (no punctuation).
    • Set the Index Date and Time (the subject's reference date for timepoint windows).
  3. Click Create Subject.
  4. A Subject created confirmation appears and the new subject shows in the list.

Each subject is labeled as site-subject (for example 067-123456) throughout the portal, uploads table, audit log, and exports.

Before uploading to a new subject​

  • Confirm the subject appears under the correct site.
  • Verify study timepoints are configured (Management → Timepoints). Uploads require at least one timepoint with accepted modalities.

Viewing subject details​

Click a subject row to open the subject detail view. From here admins can review associated uploads, metadata, and — when appropriate — archive the subject.

Archiving a subject​

Archiving removes a subject from normal views while retaining full history in the audit log.

Who: Study Admins

Steps​

  1. Open Data → Subjects and click the subject to archive.
  2. Click Archive Subject.
  3. In the confirmation dialog:
    • Review the warning message.
    • Optionally check Archive all uploads belonging to this subject to archive associated uploads at the same time.
  4. Click Archive to confirm.
  5. A Subject archived successfully message appears.

The archive confirmation dialog, with the option to archive the uploads belonging to the subject

After archiving​

  • The subject no longer appears in the default Subjects list.
  • The Audit Log records the status change (NONE → ARCHIVED) with the acting user, timestamp, and retained prior history.

Archived records remain in the system for compliance and retention — they are hidden from routine workflows, not deleted.

Audit trail for subject actions​

Subject creation and archival are captured in the study audit log. See Audit Logs for how to review these entries.