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Record Status Dashboard and Links

Record Status Dashboard and Links

Article ID RC-NAV-REC-04 — Record Status Dashboard & Other Record Links
Domain Record Navigation
Applies To All project types
Prerequisite RC-NAV-REC-01 — Record Navigation Overview
Version 1.0
Last Updated 2026
Author See KB-SOURCE-ATTESTATION.md
Related Topics RC-NAV-REC-01 — Record Navigation Overview, RC-NAV-REC-02 — Longitudinal Mode & Arms, RC-NAV-REC-03 — Repeated Instruments & Repeated EventsRC-NAV-UI-01 — Project Navigation UI, RC-NAV-UI-02 — Project Menu Reference, RC-USER-01 — User Rights: Overview & Three-Tier AccessRC-USER-03 — User Rights: Configuring User PrivilegesRC-DAG-01 — Data Access Groups, RC-PROJ-03 — Project Dashboards, RC-EXPRT-06 — Custom Reports: Setup & Field SelectionRC-SURV-05 — Participant List & Manual Survey InvitationsRC-DE-08 — Field Comment Log, RC-DE-12 — Data Resolution Workflow, RC-DQ-01 — Data Quality Module

1. Overview

This article covers the Record Status Dashboard in detail — including custom dashboards — and describes all other locations in REDCap where you can find clickable links to records or specific instruments.

2. Key Concepts & Definitions

Record Status Dashboard

A project-level view that displays all records as rows and all instruments (and events) as columns. Each cell contains a colored status dot. The default dashboard shows everything you have access to.

Custom Dashboard

A user-configured version of the Record Status Dashboard. Custom dashboards filter, sort, or group the default view to make large projects more manageable. They are created by users with Project Design rights and are available to all project users once created.

Record ID Link

Whenever REDCap displays a Record ID (the primary identifier for any record), it is almost always a clickable link that opens the Record Home Page for that record.

Variable Link

In certain data quality and data resolution tools, REDCap can link directly to a specific instrument and even highlight a specific variable within that instrument.

3. The Record Status Dashboard

3.1 Default Dashboard

  • Access it from the left-hand menu under Data Collection > Record Status Dashboard.

  • Shows all records, events, arms (if applicable), repeated instruments, and repeated events you have access to.

  • Click any dot to go directly to that instrument for that record.

  • In projects with arms, tabs appear at the top — one per arm. Click a tab to switch arms.

3.2 Access Restrictions

REDCap automatically filters the dashboard based on your access level:

  • Instrument-level access restrictions: instruments you do not have permission to view are hidden from the dashboard.

  • Data Access Group (DAG) membership: if you are in a DAG, you only see records that belong to your DAG.

Troubleshooting: If instruments seem to be missing from the dashboard, the most likely cause is either a custom dashboard filter or your access level. Check whether you are viewing a custom dashboard vs. the default dashboard.

4. Custom Dashboards

4.1 What Custom Dashboards Can Do

A user with Project Design rights can create custom dashboards with the following options:

Customization Option What It Does
Show a selection of events Hides unused or less-relevant events to condense the view.
Filter by arm Shows records from one specific arm, or all arms.
Filter by logic Applies a REDCap logic expression to show only matching records (e.g., only consented participants).
Group by event or instrument Reorganizes the grid to group all instances of one instrument or event together — useful for reviewing adverse events across all timepoints.
Vertical header orientation Rotates column headers to vertical text, narrowing columns when instrument or event names are long.
Custom sorting Sorts records by a variable other than Record ID (e.g., by date of birth or visit date).

4.2 Accessing Custom Dashboards

  • Custom dashboards appear as additional named links in the left-hand menu, below the default Record Status Dashboard link.

  • They are automatically available to all project users once created — no additional setup is required per user.

5.1 Record ID Links (to Record Home Page)

In the following locations, any displayed Record ID is a clickable link to the Record Home Page:

  • Reports

  • Field comment logs

  • Data resolution workflow

  • Notification logs

  • Survey invitation logs (only when surveys are in identified mode --- links are deactivated in anonymous mode)

  • Participant list (same anonymous-mode restriction as above)

  • Calendars

Important: Survey invitation logs and the participant list only contain working Record ID links when the survey is in identified mode. In anonymous mode, the links are deactivated to protect respondent anonymity.

In a few locations, REDCap links directly to a specific instrument and highlights a specific variable. This is most common in data quality and data cleaning tools:

  • Data Quality tool

  • Field comment log

  • Data Resolution Workflow

  • E-Signature and Locking Management

6. Common Questions

Q: Why are some instruments missing from my Record Status Dashboard?

A: The two most common reasons are: (1) you are viewing a custom dashboard that filters certain events or instruments, or (2) your user access level restricts which instruments you can see. Switch to the default dashboard to see everything you have permission to access.

Q: Who can create a custom dashboard?

A: Only users with Project Design rights can create custom dashboards. Once created, they are visible to all project users automatically.

Q: Why do Record ID links not work in the survey invitation log?

A: When a survey is configured in anonymous mode, REDCap deactivates Record ID links in the invitation log and participant list to preserve respondent anonymity.

Q: What is the difference between a Record ID link and a variable link?

A: A Record ID link takes you to the Record Home Page for that record. A variable link takes you directly to a specific instrument and highlights a specific field — this level of precision is only available in data quality and resolution tools.

Q: Can I sort the dashboard by something other than Record ID?

A: Yes, but only in a custom dashboard. A user with Project Design rights can configure the custom dashboard to sort by any variable in the project.

7. Common Mistakes & Gotchas

  • Viewing a custom dashboard and not realizing it: if the dashboard appears filtered, check the left-hand menu to see if you are on the default dashboard or a named custom dashboard.

  • Expecting Record ID links to work in anonymous surveys: links in invitation logs and participant lists are intentionally broken in anonymous mode. This is by design, not a bug.

  • Expecting variable links everywhere: deep variable linking is only available in a handful of data quality tools. Most other locations only link to the Record Home Page.

  • Overlooking DAG filtering: if you are in a Data Access Group, you will not see records outside your group — even on the default dashboard. This is an access control feature, not a dashboard filter.