Create and Action Queries in Data Central

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Permissions: Queries can be created based on the configuration of Data Central. The Queries panel is only available for studies with Query data imported into elluminate. If a study does not have query data available, the Queries panel does not display.

Queries are questions or concerns raised about a record that can be imported into or created within elluminate. Depending on the configured EDC system, queries can also be managed within elluminate and synchronized with the connected EDC system. Query columns, actions, and available options display dynamically based on the study’s configured EDC system.

Create Queries

Users can create a single query from a listing by right-clicking a cell or from the Details view, or create multiple queries simultaneously from an Exception listing. After queries are created, they can be accessed and managed from the Queries panel.

Note: Queries created in elluminate for studies using Medidata Rave, Oracle InForm, or Veeva CDMS display in Open status. Opening a Candidate query is not currently supported.

Create a Single Query from the Details View

  1. Open a record in Details view from a listing.

  2. Select the field where the query will be created.

    Tip: Fields with existing Issues or Queries display a colored indicator. Red indicates an Open or In Progress Issue or Query, green indicates an Answered Issue or Query, and black indicates all Issues or Queries for the field are Closed. Click the indicator to view existing activity for the field before creating a new query, helping avoid duplicates.

  3. Click the Create icon in the panel toolbar, or right-click the field.
    Record Details view showing a field-level Query indicator next to the CMTRT field, with the Create menu open showing Create Issue, Create Domain Issue, and Create Query options

  4. Select Create Query from the drop-down. The Create Query window opens. 

    Note: The Create Query window displays only the fields and options applicable to the study’s configured EDC system. Required fields are clearly indicated, and character counts display where applicable.

    Tip: This window can be moved by dragging it elsewhere on the screen, allowing visibility of dialog behind the window.

    Create Query window with Query Text, Notification Group, Query Category, Mark as Requery, and Submit and Cancel buttons
  5. Enter the Query Text.
  6. If available for the configured EDC system, select a Notification Group from the drop-down.
  7. If available for the configured EDC system, select a Query Category from the drop-down.
  8. If available for the configured EDC system, select Mark as Requery to mark the query as a requery.
  9. Click Submit to create the query, or click Cancel to discard the actions.

Note: When Veeva-integrated query actions fail due to locked or frozen Veeva data, users receive a detailed error message.

Important: Depending on how the study was configured, the system may prompt for authentication before sending the query or query action to the EDC. Depending on the study's configured authentication method, this may require an EDC system user ID and password, single sign-on (SSO) authentication, or both.

Create a Query on a Cell in a Listing

A query can be created by right-clicking a cell in a listing.

  1. From a domain listing, right-click a cell.
    Right-click menu on a listing cell showing the Create option
  2. Hover over Create, and select Create Query on Cell. The Create Query window opens.
    Create Query window opened from a listing cell
  3. Enter the Query Text.
  4. If available for the configured EDC system, select a Notification Group from the drop-down.
  5. If available for the configured EDC system, select a Query Category from the drop-down.
  6. If available for the configured EDC system, select Mark as Requery to mark the query as a requery.
  7. Click Submit to create the query, or click Cancel to discard the actions.

Create Multiple Queries

Multiple queries can be created simultaneously from an Exception Listing. If the listing includes the QueryText field, that text is automatically populated in the Query Text field for each new query. The query text for each record is then sent to the EDC.

  1. Select the checkbox for each desired record.

    Exception Listing with multiple records selected via checkboxes

  2. Click the Create icon in the panel toolbar.

  3. Select Create Query. The Create Query window opens.

    Create Query window opened from an Exception Listing, with Query Text pre-populated

  4. The Query Text field is automatically populated with the value from the QueryText field in the Exception Listing.
  5. If available for the configured EDC system, select a Notification Group from the drop-down.
  6. If available for the configured EDC system, select a Query Category from the drop-down.
  7. Click Submit to create the queries, or click Cancel to discard the actions.

Access the Queries Panel

The Queries panel is accessed from the left navigation. By default, the panel lists all Open and Answered queries. Use filters to control which queries are displayed. The panel dynamically displays fields, columns, and actions based on the study's configured EDC system, such as Medidata Rave, Oracle InForm, or Veeva CDMS. Only applicable fields and actions display.

The Queries panel supports User Domain Settings through the Settings icon, allowing users to hide System Fields and Domain Variable columns to focus on relevant information. For more details, see the Sort, Fix, Adjust, and Hide Columns in Data Central article.

Important: Use the Queries panel to action or edit existing queries. Queries cannot be created from this view.

Queries panel showing query records

Tip: To view queries for records on domains marked as critical or as a requery, scroll to the right of the window and view the Criticality and Requery columns, or use the Search icon in the panel toolbar to locate a column by name or label. As text is entered, matching column names and labels display; select a column name to navigate directly to that column.

Filter Query Panel Results

Filters are available for all columns in the Queries listing. A numbered badge in the header indicates whether filters are applied to the panel. Filtered columns display a filter icon in the header.

The Queries panel defaults to Status values of Open and Answered. To view other statuses, clear existing filters and apply desired filters.

Tip: Data Managers can filter to see answered queries and then take action by closing or re-querying them.

Tip: If the Query was created by an Orchestrator rule, the Opened By column displays the rule name. This column can be filtered by the name of the Orchestrator rule.

Note: For more details on using panel and column filters, see the Use Filters in Data Central article.

Open the Query Details View

From the Queries panel or the Related Queries section of a Record Details panel, several methods are available to open the query details view:

  • Highlight a record and click the Details icon in the panel toolbar.
  • Right-click a record and select Details.
  • Double-click a record.

The panel toolbar includes a set of icons used to navigate forward and backward through queries, perform query actions, create issues, view history, dock the panel, maximize or restore the panel, and close the panel.

Note: The Query Details View displays only fields and actions applicable to the study’s configured EDC system.

Use the panel's scrollbar to view additional content within the panel. The panel displays query details, followed by Related Form Data, and then Comments and Related Issues. The Comments and Related Issues can be expanded to view existing entries or add new ones.

Query Details panel showing query information, Related Form Data, Comments, and Related Issues sections

Action Queries

Queries can be managed individually in the Details panel, in groups from the Queries panel, or from the Related Queries section of a record's Details view. Available actions depend on the study's configured EDC system, the query status, the Role Query Action settings defined in Data Central configuration, and the user’s reviewer role. Only actions applicable to the configured EDC system display in action menus and windows.

Note: Query action windows are standardized across supported EDC systems to provide a more consistent experience. Required fields are clearly indicated, character counts display where applicable, and confirmation button labels are aligned across common actions such as Open, Answer, Close, Cancel, Requery, and Reopen.

Other actions include:

  • View or Add Comments: In the Comments section, click the expand arrow to see existing comments and add new comments to an Open, Answered, Closed, or Cancelled query.
  • Add Issue: Click the Create Issue icon in the panel toolbar to enter details in the Create Issue window and click Save.
  • View Field History: Click the Field History icon in the panel toolbar to view the activity on this query: action, user, date, and time.

Important: The Close Query, Cancel Query, and Requery actions for each status may be configured differently in different studies. For EDC systems with 2-way query integration, these actions are passed through to the corresponding EDC queries. For queries from EDC systems that do not have 2-way query integration, the action and status stay within elluminate. View Field History may or may not be available depending on the EDC system for the study.

Action a Single Query

  1. Open the Query Details View for a record. A separate panel opens.

    Note: Action the query in the open window, or dock the panel to the sheet.

  2. Use the panel toolbar icons to perform actions on the record.
  3. Optionally, access and expand the Comments section to view or add comments.

  4. Optionally, access and expand the Related Issues section to view related issues or create new ones using the Create Issue icon in the toolbar.

    Tip: Creating an issue within a query is useful if clarification is needed before closing it.

Action Multiple Queries

Optionally, filter the Queries listing by status to streamline the process of managing multiple queries.

  1. Select the checkbox for each desired record.

  2. Click the Action icon, or right-click a selected record, then select the action.

    Queries panel with four records selected and the Action menu open, showing Answer Query, Close Query, and Cancel Query available, and Requery grayed out

    Note: Actions that are unavailable are grayed out. In the example above, Requery is grayed out because it isn't available for the selected queries' current status.

    Tip: Maximize the window to see more details within the Queries panel.

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