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Keep sections the contents of this page tree consistent. Use this hidden comment to plan organization changes. The section page tree for each role (Admin, Sci, Admin/Sci, and Super) should be organized in the following order:
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This page tree provides instructions for tracking and managing trial records using the PA abstraction dashboards. The PA application has one abstraction dashboard for each of the following roles:
- Super Abstractors
- Administrative Abstractors
- Scientific Abstractors
- Administrative/Scientific Abstractors
The system associates your CTRP account with your role when you log in to PA, and automatically displays the Workload page of the appropriate abstraction dashboard.
Using the Administrative Abstractor's Dashboard
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| MultiExcerptName | dashboardadmin |
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You must be logged in to PA as an Administrative Abstractor to use the Administrative Abstractor's dashboard. To use other abstraction dashboards, see Using the Scientific Abstractor Dashboard, Using the Administrative and Scientific Abstractor Dashboard, or Using the Super Abstractor Dashboard. |
For information on each page of the abstraction dashboard, refer to the following sections:
Using the Administrative Abstractor's Dashboard Workload Page
- Using the Administrative Abstractor's Dashboard Details Page
Using the Administrative Abstractor's Dashboard Workload Page
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| MultiExcerptName | dashboardworkloadadmin |
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The Workload page provides up-to-the-minute details of each trial, including the following:
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How to Use the Workload Page
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Using the Administrative Abstractor's Dashboard Details Page
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The abstraction dashboard's Details page displays information about the trial you select from the abstraction dashboard's Workload page.
The Details page includes the following trial details:
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How to Use the Details Page
| To do this... | Do this | ||
| Check the trial in or out | Click the Admin Check In/Out link. The trial is checked out to you, preventing other users from abstracting the same trial at the same time.
If a Super Abstractor assigned the trial to you, it will already be checked out to you when you log in. You can check it back in when you have finished processing it. See Checking In and Checking Out Trials. | ||
| View check-out history | Click the Check-Out History link. The Trial Check-Out History page displays records of each check-out/check-in event. For details, see Viewing Check-Out History Records . | ||
| Accept the trial | Click the Validate link. This link is available only for trials that have been submitted but not accepted yet. | ||
| Abstract the trial | Click the Abstract link. | ||
| View the TSR | Click the View TSR link. | ||
| Enter comments | Enter text in the Trial Processing Comments text box, then click Save. The comment field is limited to 4000 characters. |
In the figure above, a Super Abstractor has not assigned the trial to a particular abstractor for processing, and has kept the default processing priority (2 - Normal).
Using the Scientific Abstractor's Dashboard
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You must be logged in to PA as an Scientific Abstractor to use the Scientific Abstractor's dashboard. To use other abstraction dashboards, see Using the Administrative Abstractor Dashboard , Using the Administrative and Scientific Abstractor Dashboard , or Using the Super Abstractor Dashboard. |
For information on each page of the abstraction dashboard, refer to the following sections:
Using the Scientific Abstractor's Dashboard Workload Page
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The Workload page provides up-to-the-minute details of each trial, including the following:
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How to Use the Workload Page
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Using the Scientific Abstractor's Dashboard Details Page
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The abstraction dashboard's Details page displays information about the trial you select from the abstraction dashboard's Workload page.
The Details page includes the following trial details:
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How to Use the Details Page
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| Check the trial in or out | Click the Scientific Check In/Out link. The trial is checked out to you, preventing other users from abstracting the same trial at the same time.
If a Super Abstractor assigned the trial to you, it will already be checked out to you when you log in. You can check it back in when you have finished processing it. See Checking In and Checking Out Trials. | ||
| View check-out history | Click the Check-Out History link. The Trial Check-Out History page displays records of each check-out/check-in event. For details, see Viewing Check-Out History Records . | ||
| Accept the trial | Click the Validate link. This link is available only for trials that have been submitted but not accepted yet. | ||
| Abstract the trial | Click the Abstract link. | ||
| View the TSR | Click the View TSR link. | ||
| Enter comments | Enter text in the Trial Processing Comments text box, then click Save. The comment field is limited to 4000 characters. |
In the figure above, a Super Abstractor has not assigned the trial to a particular abstractor for processing, and has kept the default processing priority (2 - Normal).
Using the Administrative and Scientific Abstractor's Dashboard
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| MultiExcerptName | dashboardadminsci |
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The Scientific/Administrative Abstractor's Dashboard combines the search criteria of the Administrative Abstractor's Dashboard and the Scientific Abstractor's Dashboard.
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You must be logged in to PA as a Scientific/Administrative Abstractor to use the Scientific/Administrative Abstractor's Dashboard. To use other abstraction dashboards, see Using the Scientific Abstractor Dashboard, Using the Administrative Abstractor Dashboard , or Using the Super Abstractor Dashboard . |
For information on each page of the abstraction dashboard, refer to the following sections:
Using the Administrative and Scientific Abstractor's Dashboard Workload Page
- Using the Administrative and Scientific Abstractor's Dashboard Details Page
Using the Administrative and Scientific Abstractor's Dashboard Workload Page
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The Workload page provides up-to-the-minute details of each trial, including the following:
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How to Use the Workload Page
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Using the Administrative and Scientific Abstractor's Dashboard Details Page
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The abstraction dashboard's Details page displays information about the trial you select from the abstraction dashboard's Workload page.
The Details page includes the following trial details:
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How to Use the Details Page
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Check the trial in or out | Click the Admin Check In/Out or Scientific Check In/Out link. You can check the trial out for administrative abstraction, scientific abstraction, or both simultaneously. The trial is checked out to you, preventing other users from abstracting the same trial at the same time. If you check out the trial for administrative abstraction only, a Scientific Abstractor can process the trial simultaneously, and vice versa.
If a Super Abstractor assigned the trial to you, it will already be checked out to you when you log in. You can check it back in when you have finished processing it. See Checking In and Checking Out Trials. | ||
View check-out history | Click the Check-Out History link. The Trial Check-Out History page displays records of each check-out/check-in event. For details, see Viewing Check-Out History Records. | ||
| Accept the trial | Click the Validate link. This link is available only for trials that have been submitted but not accepted yet. | ||
Abstract the trial | Click the Abstract link. | ||
View the TSR | Click the View TSR link. | ||
Enter comments | Enter text in the Trial Processing Comments text box, then click Save. |
In the figure above, a Super Abstractor has not assigned the trial to a particular abstractor for processing, and has kept the default processing priority (2 - Normal).
Using the Super Abstractor's Dashboard
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With the Super Abstractor Dashboard, you can create custom searches that enable you to track the progress of, and process, clinical trials. The PA application displays the abstraction dashboard automatically each time you log in. It has the following tabbed pages:
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- Assign trials to specific abstractors
- Set trial processing priorities
- Enter trial processing comments
- Check in and check out trials for processing
- Review the trial's check-out history
- Begin your abstraction
- Download the Trial Summary Report (TSR)
For details, refer to Using the Super Abstractor's Dashboard Details Page.
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You can access the abstraction dashboard at any time. On the main menu, under Dashboards, select the name of the role you are using. |
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You must be logged in to PA as a Super Abstractor to use the Super Abstractor dashboard. To use other abstraction dashboards, see Using the Scientific Abstractor Dashboard , Using the Administrator Dashboard, or Using the Administrative and Scientific Abstractor Dashboard. |
Using the Super Abstractor's Dashboard Workload Page
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The Workload page provides up-to-the-minute details of each trial. The following table describes each column on the Workload page:
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Identifier assigned to the trial by the CTRP.
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The prefix "NCI" is implicit in the NCI trial identifiers |
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One of the following:
- Complete: An original submission of a Complete (National, Externally Peer-Reviewed, or Institutional) trial
- Abbreviated: An original submission of an Abbreviated (Industrial) trial
- Amendment: An amendment submitted for a Complete or Abbreviated trial
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A calculated date, available only to Super Abstractors. This calculation starts with the Submitted date, adds ten business days, and adds any number of days in which trial was on hold waiting for information from the submitter. The system requires this date to fall on a business day. This date is a good starting point in deciding how soon abstraction should be completed for each trial.
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A calculated date, by default.This calculation starts with the Submitted date, adds ten business days, and adds any number of days in which trial was on hold waiting for information from the submitter. The system requires this date to fall on a business day.
If the date has an underline, a Super Abstractor has overridden the default date for the trial.
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A calculated value, available only to Super Abstractors. If a value appears in this column for a trial, the system calculated it based on the Reason and Reason Category selected each time an abstractor put the trial on hold: This calculation is the total number of days in which the trial has been on hold, waiting for information from CTRP.
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The name of the user who has the trial checked out, if any, followed by an abbreviation in parentheses indicating the type of check-out for the trial:
- AD: Administrative
- SC: Scientific
- AS: Administrative and Scientific
How to Use the Workload Page
To do this... | Do this |
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Sort the list of trials | By default, the system sorts the trials by Expected Abstraction Completion Date. To sort the list by any other column, click any column header. To reverse the order, click the column header again. An arrow indicates the sort order:
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| Filter the list of trials by submission type | Click the Filter icon ( |
| Filter the list of trials by date |
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Update the list of trials and reset all filters | Click the Refresh button. |
Export the list of trials to a file | On the upper or lower right corner of the page, click one of the following:
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| Change the Expected Abstraction Completion Date for a trial |
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| View comments on an overridden Expected Abstraction Completion Date | Hover the mouse over the underlined date. |
View trial details | Click an NCI Trial Identifier link. The Details page appears with information about the trial you selected. |
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Using the Super Abstractor's Dashboard Counts Page
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The Counts page of the abstraction dashboard displays trial count panels. The following table describes each trial count panel on the Counts page:
How to Use the Trial Count Panels
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Using the Super Abstractor's Dashboard Search Criteria Page
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The abstraction dashboard's Search Criteria page enables you to search for trials that meet the criteria you select.
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When you select two or more search criteria, the search includes only those trials that contain both/all criteria. For example, if you select Processing Status = Accepted, and Priority = 1 - High, the results will include only those trials that have been Accepted AND are Priority 1. |
How to Search for Trials Using the Search Criteria Page
Type or select any of the search criteria listed in the following table, and then click Search.
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You can select more than one option in many of the criteria lists. Your selections for Interventions, Disease/Condition, and Data Table 4 Anatomic Site are cumulative. For other fields, press and hold the <Shift> or <Ctrl> key to select multiple options. |
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Search Criteria
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Description/Instructions
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To limit the search results to trials that are currently assigned to any one abstractor, select the abstractor's name from the drop-down list.
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Checked Out By
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To limit the search results to trials that are currently checked out to any one abstractor, select the abstractor's name from the drop-down list.
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- To limit the search results to trials submitted on a given date, enter a date or in the first date field only.
- To limit the search results to trials submitted during a given date range, enter a start date in the first date field, and an end date in the And date field. The range of dates is inclusive of the start and end dates.
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To limit the search results to trials by with a given priority, select one of the following:
- All. Includes all levels of priority. This is the default unless you select some other priority.
- 1 - High
- 2 - Normal
- 3 - Low
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Submission Type
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Select one or more of the following submission types from the list:
- All - Original and amended submissions
- Original - Original submissions
- Update - Updated submissions
- Amendment - Amended submissions
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On-Hold Status
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Select one or more of the following On-Hold statuses from the list:
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On Hold (at any time) - Limits your search to trials that have ever been on hold.
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On-Hold Reason
Select one or more of the following On-Hold reason codes from the list:
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If you select a reason code, but not an On-Hold Status option, the system automatically searches for trials with the On Hold (at any time) status. |
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Processing Status
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Select one or more processing statuses from the list. For processing status definitions, see Trial Processing Statuses.
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Start typing the name of a disease or condition. All of the matching diseases/conditions in the system appear, with the matching text in bold. Select one or more diseases/conditions.
To view a disease/condition's position in the disease tree, click the tree icon () next to it. You can navigate the disease tree and double-click a term to include it in your search criteria selection.
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Start typing the name of an intervention. All of the matching interventions in the system appear, with the matching text in bold. The interventions in the list appear in the following format:
Preferred Name (Type Code/ClinicalTrials.gov Type Code)
Select one or more interventions.
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Select an option to limit the search results to trials that are either sponsored by, or not sponsored by, the NCI.
DCP/CTEP Trials
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Select the sponsor organization from the drop-down list. Valid values are as follows:
- All
- CTEP and DCP PIO Trials Only
- CTEP PIO Trials Only
- DCP PIO Trials Only
- Exclude CTEP and DCP Trials
DCP is an abbreviation of Division of Cancer Prevention. CTEP is an abbreviation of Cancer Therapy Evaluation Program. PIO is an abbreviation of Protocol and Information Office.
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Milestones
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- To limit your search to a trial that has reached a milestone to date, select Has a milestone, and then select the milestone from the drop-down list.
- To limit your search to a trial that has a current milestone, select Has a last milestone, and then select the milestone from the drop-down list.
For individual milestone definitions, see Processing Trial Milestones.
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Select one or more of the following processing statuses from the matrix:
- (Ready for) Administrative Abstraction
- (Ready for) Administrative QC
- (Ready for) Scientific Abstraction
- (Ready for) Scientific QC
For processing status definitions, see Trial Processing Statuses.
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The system will not return any results if you select certain combinations of search criteria. For example, selecting a name from the Checked Out By list cancels out the Not Checked Out option when selected together. If you select no other criteria for the same search, the system will not return results. |
Using the Super Abstractor's Dashboard Results Page
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The abstraction dashboard's Results page displays trials that meet the criteria you selected on the Search Criteria page.
The Results page provides up-to-the-minute details of each trial, including the following:
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How to Use the Results Page
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Although you can sort the trials by column, you can use PA's trial search feature to find a specific trial or trials that meet specified criteria. See Searching for Trials in PA . |
Using the Super Abstractor's Dashboard Details Page
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The abstraction dashboard's Details page displays information about the trial you select from the abstraction dashboard's Workload page or Results page.
The Details page includes the following trial details:
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How to Use the Details Page
| To do this... | Do this | ||
Check the trial in or out | Click the Admin Check In/Out, Scientific Check In/Out, or Admin/Scientific Check In/Out link. You can check the trial out for administrative abstraction, scientific abstraction, or both simultaneously. The trial is checked out to you, preventing other users from abstracting the same trial at the same time. If you check out the trial for administrative abstraction only, a Scientific Abstractor can process the trial simultaneously, and vice versa.
If a Super Abstractor assigned the trial to you, it will already be checked out to you when you log in. You can check it back in when you have finished processing it. See Checking In and Checking Out Trials. | ||
View check-out history | Click the Check-Out History link. The Trial Check-Out History page displays records of each check-out/check-in event. For details, see Viewing Check-Out History Records. | ||
| Accept the trial | Click the Validate link. This link is available only for trials that have been submitted but not accepted yet. | ||
Abstract the trial | Click the Abstract link. | ||
View the TSR | Click the View TSR link. | ||
| Assign the trial to an abstractor | Next to Assigned To, select the user from the drop-down list, and then either click Save or continue to make other changes on the Details page. (You do not have to click Save after each task, but be sure to click Save before leaving the Details page if you assigned a trial to an abstractor, changed the processing priority, or entered a comment.) The system checks the current trial out to the assignee for abstraction. | ||
| Change the processing priority | Next to Processing Priority, select the priority number from the drop-down list, and then either click Save, or continue to make other changes on the Details page. | ||
Enter comments | Enter text in the Trial Processing Comments text box, then click Save, or continue to make other changes on the Details page. |
In the figure above, a Super Abstractor has not assigned the trial to a particular abstractor for processing, and has kept the default processing priority (2 - Normal).
Assigning Trial Priorities
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As a Super Abstractor, you can assign a priority number to a trial from the abstraction dashboard's Details page. Trial priority is an indication of the relative importance of the trial, from high priority to low, as follows:
- 1 = High. Assigning this priority moves the trial to the top of the abstractor's list of trials to process.
- 2 = Normal
- 3 = Low. Assigning this priority moves the trial to the bottom of the abstractor's list of trials to process.
In the figure above, a Super Abstractor assigned the trial to an abstractor and made the processing of this trial a High priority (1).
How to Assign Trial Priorities
- Search for the trial you want to prioritize by following the instructions in Using the Super Abstractor's Dashboard Search Criteria Page .
- On the Results page, click the NCI Trial Identifier link for the trial you want to prioritize. The Details page appears.
- At the bottom of the Details page, next to Processing Priority, select the priority number from the drop-down list.
- Optionally, enter text in the Trial Processing Comments text box describing the reason for the priority assignment.
- Click Save.
Assigning Trials to Abstractors
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As a Super Abstractor, you can assign a trial to another PA user for processing. The user must be affiliated with your organization.
When you assign a trial to an abstractor, the system does the following:
- If the trial is already checked out by someone else, the system checks it back in, stamps it with the current date and time, and then checks it out to the selected abstractor (again using the current date).
- If the trial is not checked out by someone else, the system checks out the trial to the abstractor based on the abstractor’s role. For example, if the abstractor is a scientific abstractor, the system checks the trial out for scientific abstraction.
In the figure above, a Super Abstractor assigned the trial to an abstractor and made the processing of this trial a High priority (1).
How to Assign Trials to Abstractors
- Search for the trial you want to assign by following the instructions in Using the Super Abstractor's Dashboard Search Criteria Page .
- On the Results page, click the NCI Trial Identifier link for the trial you want to assign. The Details page appears.
- At the bottom of the Details page, next to Assigned to, select the user from the drop-down list.
- Optionally, enter text in the Trial Processing Comments text box describing the reason for the assignment.
- Click Save.
