Registration statuses overview

Registration statuses overview

This article explains the different registration statuses in HD4DP v1 as of v1.8.

Where to find the status of a registration?

Statuses are shown in 'Status' column which is per default the first column in the overview:

What is a Status Confirmation?

The status confirmation gives information about the arriving of the data in HD4DP. The status confirmation, which is in fact a substatus of a registration is shown in the column 'Status confirmation'. 

To view the 'Status Confirmation', modify the list view add the column 'Status confirmation':

As soon as a registration is sent and has status 'Submitted', the confirmation column will show the following substatus:

  • Pending
  • OK: the registration has arrived
  • NOK: the registration did not arrive within 48 hours

The different registration statuses

  • Open*: a registration is created and stored. It has not been submitted
  • Sending: the registration is being sent to HD4RES
  • Submitted: the registration has been sent to HD4RES. This does not necessarily mean that the registration has arrived in HD4RES
  • Registrations in status 'Corrections needed'*: the researcher verified the registration and added some comments. Review the comments and correct where necessary
  • Approved: the researcher verified and approved the registration
  • Registrations with status 'Follow-up needed'*: a follow-up registration is needed for this registration. Fill in the newly available fields
  • Error: your account is not authorized to create and submit registration for this register. Please contact support.

* action is required from the user

The below scheme summarizes the different registration statuses in HD4DP and Processing Data and their relation to each other:

manager Wed, 12/11/2024 - 17:39

Registrations in status 'Corrections needed'

Registrations in status 'Corrections needed'

Registrations with status 'Corrections needed' need to be revised. The researcher has comments that require an update or revision.

In order to look for registrations which need corrections, select in the registration tab the tab ‘Status’ and ‘correction needed’.

  • Select the record with status 'Corrections needed'
  • Verify and react to the comments made by the researcher by selecting the ‘comments’ tab
  • Reply to the comments and modify the registration and save the comment
  • Click 'Re-submit' to send the corrections to the researcher. Alle validation errors need to be solved before the 'Re-submit' button becomes available
manager Tue, 12/10/2024 - 12:56

Registrations with status 'Follow-up needed'

Registrations with status 'Follow-up needed'

Some registrations need follow-up e.g. to monitor multiple consultations of a patient. Therefore additional information will be asked at predefined milestones, which are defined in the set-up phase of the registry. 
Follow-up registrations can be triggered by:

  • Timing e.g. x time after the initial registration
  • Answers in the initial registration e.g. only if the patient has taken medication X
  • A combination of both e.g. if the patient has taken medication X, ask follow-up information 3 months later

In order to look for registrations which need follow-up, select in the registration tab the tab ‘Status’ and ‘follow-up needed’.


If the Status column shows 'Follow-up needed' and the 'Follow up' column is active, the user can add the extra information needed in the details of the registration.

Note: the process of validation and resending the registration(s) back for the follow-up data takes minimum 4 hours.

Select 'Follow up' in the settings of the view:

The Follow-up column is now shown in the view:

When follow-up is needed, the column 'Follow up' in the list view indicates if follow-up is needed by indicating:

  • Planned:  follow-up will be needed in the future, indicated by the date indication
    • 'Status Column' shows 'Submitted', no action is needed at this moment 
  • Active:​ the questions for this follow up are now visible and can be filled
    • 'Status Column' shows 'Follow-up needed', action is needed
  • Submitted:  the follow-up column will change to submitted after the additional information is given
    • 'Status Column' shows 'Submitted', no more action is needed

Depending on how many times follow-up is needed, a row is added to the column. The milestones are indicated by t1, t2 etc.

manager Tue, 12/10/2024 - 12:56