Create a visit flow Open

GoalCopy Anchor Link

Create a visit flow (visit schedule template) in Clinical Study Manager: open the Visit Flow Builder, add and connect visits, attach published eCRFs, save a draft, and publish it so research studies can assign it.

This guide starts in Clinical Study Manager — that is where visit flows are authored.

Before you startCopy Anchor Link

• You need access to Clinical Study Manager for your organization (active license).
• At least one published eCRF must exist on the license. If none are published yet, follow Create an eCRF form first, then return here.
• Visit flows are license-scoped. You do not need an open research study to author one.
• You can only open and update visit flows you created. Other users’ drafts do not appear in Open.

StepsCopy Anchor Link

1. Open the Visit Flow Builder
   From Research Studies (/), open Study Workflows in the app sidebar, or go directly to /visit-flow-builder.
   You land on the Visit Flow Builder.
   Permission: Configure Visit Structure — without it you are redirected away from this route.

2. Confirm published eCRFs are available
   If the license has no published forms, a Welcome dialog blocks the builder. It explains that visit flows assign published forms to visits. Choose Go to Visit Form Builder, then complete Create an eCRF form (including publish). Return to /visit-flow-builder when at least one eCRF is published.
   If published forms already exist, the dialog does not appear.

3. Start (or resume) a canvas
   A new tab shows an unsaved Untitled Flow. The same browser tab may resume the last workflow you edited for this license.
   To force a blank session while another diagram is open: Open → New Workflow, and confirm Continue if asked to replace the current diagram.

4. Add visits
   From the left Workflow Palette, drag Visit onto the canvas. Add every visit your schedule needs.
   Other palette items may show as Coming soon and are not draggable.

5. Connect visits in a single path
   Draw connections so visits form one linear path (no branches or cycles). Each visit can have at most one incoming and one outgoing connection.
   In Properties → General Settings, turn on First visit for exactly one visit (typically the start of the path). First visits hide the incoming connection handle.

6. Name and describe each visit
   Select a visit. In Properties → General Settings, set Title (required to publish), optional Icon, and Description.

7. Attach published eCRFs
   Still on the selected visit, open Properties → Form Settings. Use Add form, then choose a published form for each slot. Reorder slots when you have more than one; remove a slot with the trash control.
   Every visit needs at least one form, and every slot must have a form selected before you can publish.
   Only published eCRFs appear here. To author more forms first, use Create an eCRF form.

8. Save a draft
   Click Save in the app bar. On the first save, the Save workflow dialog asks for a Name — enter a unique name for this license, then click Save. Later saves update the same draft.
   The canvas must contain at least one visit before save is allowed.
   Permission: still Configure Visit Structure.

9. Publish the visit flow
   When the draft is ready, click Publish.
   Permission: still Configure Visit Structure (there is no separate publish permission for visit flows).
   Publish stays disabled until the workflow is saved and structural checks pass (named visits, first visit marked, forms on every visit, single connected path). Hover Publish for readiness messages when something is missing.
   In the Publish workflow confirmation, type the workflow title exactly, then confirm Publish. Publishing is final: the workflow becomes read-only and cannot be saved or changed again.

10. Exit when finished
    Use Exit in the app bar to return to Clinical Study Manager home.

What’s nextCopy Anchor Link

Published visit flows can be assigned on a draft research study’s Visit Workflow step. See Create a research study.

RelatedCopy Anchor Link

• Visit Flow Builder — page overview for this route
• Create an eCRF form — publish eCRFs before attaching them here
• Create a research study — assign a published visit flow to a study
• Research Studies — Clinical Study Manager home