Sites and Orphan Subjects

Manage site assignments and handle subjects not in any project.

Role required: Subject Management (to change site), Customer admin (to manage orphans)

This page covers changing a subject's site, site-scoped roles, cross-project matching, and finding subjects with Project Count = 0.

Changing a subject's site

Customer Overview with Users, Sites, Variable Groups, Medications, and Subjects
Customer Overview with Users, Sites, Variable Groups, Medications, and Subjects

  1. Open the subject.
  2. Go to Subject Overview → Edit Subject.
  3. Change the Site field.
  4. Save.

Site changes affect:

  • Which staff can access the subject (roles are site-scoped)
  • Which query recipients receive notifications
  • Which notification recipients are used

Site-scoped data

The following are scoped to sites:

ItemScope
User rolesPer site
QueriesSite of the subject
NotificationsPer site

A user with Subject Management at Site A cannot access subjects at Site B unless also granted access there.

Searching by site

Use partial site name search in filters. The search matches any part of the site name.

Cross-project matching

When a subject exists in multiple projects, site matching across projects is intentional. The same subject can be enrolled in related projects with consistent site assignment.

Orphan subjects

A subject may end up in no projects:

  • Removed from all projects
  • Created but never added to a project

Finding orphan subjects

  1. Go to Customer → Subjects.
  2. Filter by Project Count = 0.

Managing orphan subjects

Subjects with Project Count = 0 can be deleted if no longer needed.

Limitation: Orphan subjects cannot be queried or audited within the app. Export or search at the Customer level to find them.

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