Skip to main content

Export signature, participant information, and signed consent forms from eConsent

Updated

In Castor eConsent, authorized users can export participant details, consent signature metadata, and download signed Informed Consent Forms (ICFs) in bulk.

Available Export Types & Permissions

Access to export options depends on your assigned user role:

Export Option Description Output Format Supported Roles
Signed consent forms Bulk download of fully executed (dual-signed) ICF PDFs. .zip archive containing individual .pdf files • Study Investigator (all sites)
• Site Investigator (assigned sites only)
Consent form information Metadata and signature details for ICFs across the study. Tabular export (.csv / .xlsx) • Study Investigator
• Study Monitor
Participant personal details Personally Identifiable Information (PII) entered for participants. Tabular export (.csv / .xlsx) • Study Investigator
• Study Monitor

 

Note:

 

How to Generate an Export

  1. Navigate to the Participants tab in your eConsent study.
  2. (Optional) Apply any desired filters (e.g., specific site, consent date range, or inclusion of archived/withdrawn participants).
  3. Click the Export button in the top right of the participants overview.
  4. In the Generate export file dialog, choose the desired Export type:
    • Signed consent forms
    • Consent form information
    • Participant personal details
  5. Click Generate.

Generation runs asynchronously in the background so you can continue working or navigate away. Once complete, you will receive an email notification containing a secure download link. 

You can also download the completed file directly from the eConsent interface.

Active Filters: The export includes only participants matching the active filters applied in your Participant Overview. If no filters are applied, all eligible participants within your role's site access are exported. 

Archived and Withdrawn Participants: Signed forms and details for archived or withdrawn participants are included only if the corresponding checkboxes (Include archived / Include withdrawn) are selected in the participant overview filters before generating the export. 

Participant Search: Filtering by Screening ID / Subject Identifier restricts the export to matching records. Free-text name/email search does not restrict bulk exports.

 

Export File Contents

1. Signed Consent Forms (.zip)

  • Format: A single unencrypted .zip archive containing one PDF per signed consent document.
  • File Naming Convention: {Screening ID}_{Form name}_{version}_{version date}.pdf (e.g., TEST-001_Main_ICF_v1_01-JAN-2025.pdf).
  • Inclusion Criteria: Contains only fully completed consent forms (where both participant/LAR and investigator have signed and the status is Consented). Partially signed (participant-only) and unsigned forms are excluded.
  • Re-consents: If a participant has signed multiple approved ICF versions (e.g., study amendments), separate versioned PDFs are included for each completed version.

2. Consent Form Information (CSV / Excel)

This file contains tabular signature metadata:

  • Screening ID
  • Participant ID
  • Participant created on / by
  • Invite status
  • Site & Site country
  • Unique ICF ID
  • Language
  • Sent on date
  • Consent form name, version number, version date, and IRB approval date
  • ICF consent method
  • Consent date
  • ICF filename
  • Consent status
  • Participant name, email, signature status, and signature date/time
  • PI name, email, signature status, and signature date/time
  • Additional signatures and custom signature labels (as defined in the ICF template)
  • Optional agreement choices (checkbox fields)

3. Participant Personal Details (CSV / Excel)

This file contains the demographic and contact details captured for participants:

  • Screening ID
  • Participant ID
  • Consent status
  • Site
  • First name & Last name
  • Email address
  • Phone number
  • Date of birth & Gender
  • Address (Street, Addition, City, State/Province/Region, Zip code, Country)

 

Related articles