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Editing Data and Audit Trail

Editing Data & Audit Trail

Article ID RC-DE-04 — Editing Data & Audit Trail
Domain Data Entry
Applies To All REDCap project types
Prerequisite RC-DE-02 — Basic Data Entry
Version 1.0
Last Updated 2025
Author See KB-SOURCE-ATTESTATION.md
Related Topics RC-DE-01 — Record Creation & the Record Home Page; RC-DE-02 — Basic Data Entry; RC-DE-03 — Longitudinal Projects & DAGs

1. Overview

This article explains how to edit previously saved data in REDCap, how to access the audit trail for individual fields, and how to edit data that was originally entered via a survey. REDCap records a complete history of all data changes, and that history is always accessible to authorized users.

2. Key Concepts & Definitions

Data Edit

The act of opening a previously saved instrument, changing one or more field values, and saving the form again. REDCap records the old and new values as part of the audit trail automatically.

Audit Trail (Logging)

A complete, timestamped record of every data change made in a REDCap project. The audit trail records who changed what, when, and from what value to what value. It cannot be edited or deleted.

Field History ('H' button)

An inline audit view available on individual fields during data entry. Clicking the small 'H' icon next to a field shows a popup with the complete change history for that specific field in that record.

Logging Application

A project-level application (accessible from the left-hand menu for authorized users) that provides a searchable, filterable view of all audit trail events across all records, instruments, and users.

Survey Edit Right

A user right that must be explicitly granted to allow editing of instrument data that was originally submitted via a survey. It is off by default. Without this right, survey-completed instruments are read-only.

3. Editing Previously Saved Data

3.1 Standard Edit Workflow

Editing data in REDCap follows the same path as entering it for the first time:

  • Navigate to the record using Add/Edit Records, the Record Status Dashboard, or any Record ID link.

  • On the Record Home Page, click the dot for the instrument you want to edit.

  • Change the field values you need to update.

  • Save the form using any of the available save options.

Note: REDCap automatically logs the old and new values, the user who made the change, and the timestamp. You do not need to do anything special to trigger audit logging — it happens on every save.

3.2 What Gets Logged

  • Every field value change is recorded, including the previous value and the new value.

  • The timestamp uses the REDCap server's local time (not the user's browser time).

  • The username of the user who made the change is always recorded.

  • Form status changes (e.g., setting a form to 'Complete') are also logged.

4. Accessing the Audit Trail

4.1 Field-Level History: the 'H' Button

  • When viewing or editing an instrument, look for a small grey 'H' icon next to each field label.

  • Click the 'H' button to open a popup showing every saved value for that field in that record, in chronological order.

  • Each entry in the history shows: the value, the user who saved it, and the timestamp.

  • The 'H' button is always visible during data entry, regardless of whether any edits have been made.

4.2 Project-Level Logging Application

  • If you have Logging access rights, the Logging application appears in the left-hand menu under Applications.

  • Logging provides a full project-level audit trail. You can filter by record, user, instrument, event, and date range.

  • Use Logging when you need to audit multiple records or find out what a specific user changed across the project.

Note: Access to the Logging application is controlled by user rights. If you do not see it in the left-hand menu, your account has not been granted Logging access. Contact your project administrator.

5. Editing Survey-Submitted Data

5.1 Why Survey Editing Is Restricted

When a participant completes an instrument as a survey, REDCap locks the form to prevent the study team from inadvertently altering participant-reported data. Editing survey data is treated as a special, deliberate action that requires an explicit user right.

5.2 Checking Whether You Have Survey Edit Rights

  • Navigate to the survey-completed instrument. It will display as read-only if survey edit rights are not enabled for your account.

  • If you have survey edit rights, an 'Edit survey response' button appears at the top of the form.

  • If you do not see the button and need to edit the data, contact your project administrator to request the Survey Edit Responses user right.

5.3 Editing a Survey Response (If You Have Rights)

  • Navigate to the survey-completed instrument.

  • Click the 'Edit survey response' button at the top of the form.

  • Make your changes to the field values.

  • Save the form using any of the available save options. Do not navigate away without saving — unsaved changes are lost.

Important: Editing a survey response does not notify the original survey respondent. The edit is logged in the project's audit trail with your username and timestamp. Document any such edits in your study's data management notes per your protocol SOPs.

6. Common Questions

Q: Does REDCap keep a record of what data looked like before I edited it?

A: Yes. REDCap logs every change automatically. The old value, new value, user, and timestamp are all preserved in the audit trail. Use the 'H' button next to any field or the Logging application to view the full history.

Q: Can I undo a change after saving?

A: Not directly. REDCap has no undo button. To revert a value, you must manually re-enter the original value and save the form again. The audit trail will record the revert as a separate edit.

Q: A form was completed as a survey and now shows as read-only. How do I edit it?

A: You need the 'Survey Edit Responses' user right. If you have it, an 'Edit survey response' button appears at the top of the form. If you do not have this right, contact your project administrator.

Q: I can see the 'H' button but the history only shows one entry. Is that normal?

A: Yes. If the field has only been saved once, the history will show only one entry — the initial value. A history with one entry simply means the field has never been edited since it was first saved.

Q: Can I delete an individual data point rather than editing it?

A: In most cases, you clear a field by editing the instrument and removing the value (leaving the field blank), then saving. Some field types (like radio buttons) have a reset option. Permanently deleting a record requires administrative rights.

Q: Who can see the audit trail?

A: Users with the Logging user right can access the full project-level audit trail via the Logging application. The field-level 'H' button is visible to all users who can open the instrument, regardless of Logging rights.

7. Common Mistakes & Gotchas

  • Editing a survey form and forgetting to save: survey edit mode works like any other data entry — you must click a save button before navigating away or changes are lost.

  • Expecting an undo function: REDCap has no undo. Reversion requires manually re-entering the previous value. The audit trail provides the reference for what the old value was.

  • Not documenting survey response edits: editing a survey-submitted response is an unusual action that may require documentation in your study's data management records. Check your protocol SOPs before editing.

  • Looking for the 'H' button and not finding it: the 'H' button is only visible when the instrument is open in edit or view mode. It does not appear on the Record Home Page or Record Status Dashboard.

  • Confusing field history with the Logging application: the 'H' button shows history for one specific field in one specific record. The Logging application shows all changes across all fields and records in the project.

API Access

Note: The following REDCap API methods provide programmatic access to this functionality. API usage is an advanced feature that requires knowledge of computer programming or access to a developer resource. See RC-API-01 — REDCap API for authentication, token management, and setup.