Background
Methods
Finding your project
Modify View
Coding Options
1. Assigned Coders – Use filters or a unique URL
2. Random or individual record coding
3. Apply Filters – Identify the records you need to code
Exiting and Returning to a Project
Background
- iCode facilitates the manual coding of a project, whether the project consists of a portfolio of grants, RFI data, or other records. Coding can be shared among multiple coders who review separate records or among multiple coders who review the same records.
- Once coders have been assigned and coding fields are set up by the owner of the project, all fields will appear in Filters View and Record View. You can quickly identify the records you need to code based on whether they have been assigned to you or by selecting relevant criteria (e.g., IC or PCC).
Methods
Finding your project
- After you have created a project or a project has been shared with you, select the project from the iCode home page. You may also receive a unique link that takes you directly to the project. You can bookmark this link for future access.
You can also use the filter in the Name column to locate the project.
Once you are in your project, you can see the project name, owner, and date created. On the left side of the screen, you will find the main menu, which includes the different screen options and Settings.
Modify View
Before you begin to code, go to Modify View under Settings to remove unnecessary display fields so you can focus on the fields relevant to your project.
Note: Only Managers have access to Modify View, and the fields they select apply to all users in the project. In the future, a Modify Display Fields button in Record View will allow individual users to select or deselect fields to display during the current session. Additional user preference options are also planned.
- From the project home page, go to Settings, then select Modify View at the bottom.
In the Record View column, toggle off any fields that are not useful for coding. You can use the Turn all off option for the entire section as needed, then the individual columns to turn all fields on for Record view, for example. At any point, you can use the checkbox at the top of a column to select or deselect all fields in that column. If you do this for Table view, however, you will get a warning to consider adding fewer fields, as the Results table will not be very usable is you exceed ~20 fields. After selecting your options, click Save.
Note: Some fields are automatically disabled in the Filter and Table columns. For example, long-text fields, such as Abstract, are not suitable for filtering or displaying in the Table.
Warning for Table view
Once modifications are made, Save is activated.
Click Table in the left-hand menu to view records and begin coding.
Table view
How to view a record
There are two ways to open a record and begin coding in iCode: click the hyperlink in the iCode Record Index column or click Start Coding at the top of the screen. Either option opens the Record View.
Coding versus Review panel
Once you open a record, the screen displays the uploaded, non-editable fields on the left and the editable coding fields on the right.
The left side contains the fields you previously selected in Modify View. If you have added any highlighting, highlighted terms will also appear in the uploaded fields in Record View to help you identify keywords in context while coding.
The right side contains coding data. By default, you will be in Coding View, where you will see only your coding. If you toggle to Review, you will also see other coders' responses. Typically, it is best to code without viewing other coders' responses so you can make an independent decision about the record. However, if you need to compare coding across coders, you can use Review to view their responses.
You may need to use the Jump to Section to go to the relevant section needed to code, or use Modify View to adjust fields shown in the Record view; adjusting in Modify View will alleviate the need to scroll of Jump to Sections across records.
Review screen
Note: Only Owners/Managers of projects can see this.
Coding Options
1. Assigned Coders – Use filters or a unique URL
If you have been assigned records to code, you can view your coding assignment within the project or access your assigned records through a unique coding link provided by the project Owner or Manager. See the Assigning Coders tutorial to learn how to view the Coder and Completed Coding filters. See below for instructions on how to code your assigned records.
2. Random or individual record coding
To open Record View, click the hyperlink in the iCode Record Index column or click Start Coding at the top of the screen. See the steps and guidance below for instructions on how to code your set of records.
3. Apply Filters – Identify the records you need to code
- Click Filters in the side panel.
- By default, all coding fields will be shown in the Filters screen. Zoom in or out to view more filters on the screen.
Use the Filters dropdown at the top of the screen to remove fields you do not need, such as other coders’ fields. You can also add or remove other fields that may be helpful for filtering your records.
- Make sure the following filters are visible, and select the appropriate options:
- Coder Name – Select your name.
- Coding fields to complete – Select the coding fields assigned to you. These fields will have your email at the end of the field name.
- Completed – Select No.
- You can also use other filters such as Admin IC, Activity Code, or any other data uploaded to the project to create a more specific subset of records to code.
- The project will now display only the records that you need to code.
The breadcrumbs below reflect records assigned to Katrina and that have not been completed by her. If she comes back to the same unique url at the top of the page, she can start where she left off in her coding set.
Coding your set of records
Coding notes:
- Meet with your team, if necessary, to establish criteria for the coding fields before you begin. This is especially useful if you are coding with other individuals and have a kappa (test) set.
- If a coding field has a dropdown menu with an assigned vocabulary, select the appropriate response from the available options. Some fields may allow you to select more than one response. Your selections are saved automatically.
- The Manager of the project may have configured fields to display for the entire project team of coders, along with highlighting to limit the record view to specific fields, and identify keywords in the record to code records more efficiently.
- Review the relevant record data, as agreed upon by your team (e.g., title, abstract, and specific aims) to determine the appropriate response for each coding field.
In tool instructions:
Click Start Coding at the top of the screen. You will likely see breadcrumbs indicating the filters that have been applied if you applied them or a Manager provided a unique url to you.
Note: In Record view, you can only code your fields. And only Managers can see all codes in the Review panel.
Start Coding view
Note: The record will fill the entire screen. If you wish to go back to the main project screen or results table, click on the name of the project, hyperlinked in the navigation bar prior to "Current Record"
Most coding fields should autosave once you make a selection, or click outside of the short text box. You will see a green Save notification pop up. However, if a Manager has set a field to be short text and multi-valued, please follow the instructions in the window and hit Enter when you are done adding text for each individual text box of that coding field. You can learn more about how coding fields are set up here.
Short text multi-valued field (Enter is needed to save entries here)
Exiting and returning to a project
- You can exit the project at any time by clicking on the iCode logo at the top left of the page. Any coding you have completed will be saved automatically.
- To resume coding, follow the instructions outlined above.
- You can also return to your records using the unique URL generated when you applied filters or an assigned coding URL provided to you.
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