Need brainstorming help for the right solution regarding clinical trial staffing

Meredith Rhodes

Hello!

I have a main sheet that lists all clinical trials my office is supporting. There are 2 columns for study coordinators: Primary Study Coordinator and Back-up Coordinators. We have 14 coordinators that are assigned to a mix of studies, each is the Primary Coordinator on a few studies, and each is back up for several.

I would LOVE to be able to create a card view - each category/lane is a Study Coordinator with each of their primary and back up studies below them. This would be a great visual for their manager to move them around as various studies wax and wane in effort.

I'm stuck though - I've been trying to use a report to do this, but it doesn't seem like the right solution as I can't seem to sort by names on a contact list. Do I need to create a helper sheet to accomplish this? How can I curate each coordinators work across two columns?

Thanks for any help you may have to offer.

Meredith

Paul Newcome

Are you able to provide a screenshot with sample data for reference?

Meredith Rhodes

Sure thing, @Paul Newcome

Here is a piece of the sheet that I am looking to parse into a card view:

This shows a study status, Unique ID, Study Coordinator, Back Up Coordinators, and some enrollment metrics that may help their manager in staffing. You can see that right now, they are listed as contacts. I think this prevents me for parsing them into groups in a report view. But what I'd like to be able to do is to list our Study Coordinators into categories in a card view, and list the Unique ID / study information on cards. There will be more than one card per study - so I'd have to figure out how to manage that (study 0074 will be listed in Jordan's column, but also in Matt's, Max's, and Wayne's). It would be great to be able to re-assign studies to coordinators by dragging them around in in card view or adding a new card as the case may be.

Think this is figure-out-able? Or maybe there is a better way to visualize staffing resources?

Thanks!

Meredith

Meredith Rhodes

@Paul Newcome - I'm getting somewhere. I've made a new sheet that references the main sheet - and managed to make the coordinators names into the categories.

My major issue is the column of Back Up coordinators. I wonder if I could somehow make a child row for back up coordinator for each study? Here is what I've got now:

You can see the back up coordinators for Unique ID 0004 has Jordan, Maggie, and Sarah - what would it take to automate 3 child rows under the KOAR study (Title column is the primary column) that lists each coordinator separately in the back up column?

And relatedly, can I change the color along the side of the card in the card view to represent either Primary or Backup?

Maybe this will work!

Meredith

Paul Newcome

You would need to use either the premium add-on Bridge or the API to automate generating child rows.

Erin Horiuchi Green

@Meredith Rhodes The order of the Smartsheet columns (left to right) is the order the Card View will present (top to bottom).

Have you tried converting the Back Up column to a contact list with multiple selections?

Then, click the gear icon in the top right of your Card View to select the information to display in the cards.

I did this, but, just a bubble of their initials appears on the cards which is sufficient for me. I can always hover over to confirm their emails.

Dynamic Views on top of Card View are great to give End Users access to their targeted view.

Conditional Formatting on top of the Card View really depends on what information you need to color code and ensuring the column is there to filter with.

Please kindly select Insightful, Vote Up and/or Awesome if I have assisted you in progress.

Erin Horiuchi Green MBA MCL | LSSYB | PSM1
Learner Advocate & Information Explorer

DebRichardson

Would love to connect with you to see how you are using your sheet for Clinical Trials.

Deb

Tim C

https://community.smartsheet.com/discussion/comment/400655#Comment_400655

The multi select contact column prevents it from being grouped properly unfortunately, I've got around this before by having separate contact colimns ex. Lead coordinator, backup coordinator 1, 2, 3 etc.

With a multi select contact column the system wouldn't know in card view who you were trying to switch out from the backup spot. (I'm a bit biased and don't use card view and would typically just reassign in grid (sorry not much help there).

DebRichardson

@Meredith Rhodes

Would love to connect with you to see how you are using your sheet for Clinical Trials.

Deb

mcarlson

https://community.smartsheet.com/discussion/comment/454615#Comment_454615

Hi Deb! Just sent you an email about using Smartsheet for Clinical Trials!

Mgriffith

@mcarlson I also work in clinical trials. I would love to know how you are using Smartsheet. Our site manages multi-site clinical trials.

mcarlson

https://community.smartsheet.com/discussion/comment/456251#Comment_456251

Going to send you an email!

Tim C

If anyone is going to Engage- stop by our Industry's booth (Healthcare & Life Science) and I'd be happy to chat about this, see your solution and make any recommendations! Clinical Trials Management in Smartsheet has been my topic of interest as a solution engineer over the past several years and have built one of our main Clinical Trials solutions in Smartsheet. Happy to also introduce you to other customers in the space that are currently using Smartsheet for clinical trials if I don't have the answers!

DebRichardson

@Tim C Would love to connect regarding you Clinical Trial Management. Please reach out to me when you get a chance.

Deb