Abbreviations, redaction, and budget pricing

Three admin libraries: your abbreviation list, what gets blacked out in redacted copies, and procedure prices.

This guide covers three administrator pages, each found in the Administration group of the left-hand menu: Abbreviations, Redaction, and Budget Pricing. They are settings that quietly shape everyone's daily work — the definitions writers can insert, what gets blacked out in shared copies, and the prices behind the site budget.

Chapter 1: The abbreviation library#

Click Abbreviations in the menu. The page is titled Abbreviation library. It is your organization's collection of definitions that authors can pull into any protocol — see Writing and formatting text for how they insert one.

The page has three parts, top to bottom:

• Add an abbreviation — two boxes and an Add button.
• Your organization's entries — what you have added. If empty, it says "Nothing added yet. Authors can still use the standard ICH/GCP set below."
• Standard (ICH/GCP) — the built-in set offered to every protocol: AE, GCP, ICF, and dozens more.

To add an entry:

1. Type the short form in the first box — for example "AE". Spaces and braces are not allowed; a small red note reminds you if you try.
2. Type the long form in the second box — for example "adverse event".
3. Click Add.
4. What you'll see: the entry appears under Your organization's entries.

To change your wording of a standard entry, add your own entry with the same short form — yours takes its place in the pickers, and the standard row disappears from the list below.

Use the small pencil symbol on an entry to edit its definition, and the trash symbol to remove it.

Note: The library is a source of definitions, not a document. Adding an entry here does not put it into any protocol — an author still has to insert it. And editing a definition here does not silently change protocols that already use it: a protocol that copied the old wording shows the difference and offers an explicit re-sync. A reviewed protocol can never change meaning behind your back.

Chapter 2: Redaction settings#

Click Redaction in the menu. The page is titled Redaction Settings. It decides which fields are hidden whenever anyone generates a redacted copy of a document — the version safe to share outside, with confidential details blacked out. See Downloading PDF and Word documents.

Two tabs choose the document type: Protocols and Consent Forms (ICF). Each type has its own settings, applied organization-wide.

Below the tabs, a summary line reads, for example, "12 of 40 fields will be redacted." The fields are grouped by document section. Each row has:

1. A checkbox — ticked means the field will be blacked out.
2. The field's name.
3. Possible small badges: Recommended (the suggested default, following EMA Policy 0070 — personal and commercially confidential data come pre-checked), Custom (a field you added yourself), and Disclosure required (regulations normally require this field to stay public).

If you tick a Disclosure required field, an amber warning appears under it citing the relevant rule, and a summary box at the top lists all such choices under the heading Some redacted fields are normally required to be disclosed. Trelice does not stop you — but read the warning before deciding.

To redact something not in the list, use the Add a custom field to redact box at the bottom:

1. Type the field's label exactly as it appears in the exported document — for example "Principal Investigator".
2. Click Add field.
3. What you'll see: the field joins the list with a Custom badge. Matching fields are blacked out in generated documents, and their values are also removed wherever they appear in narrative text. Remove a custom field with its trash symbol.

Chapter 3: Budget pricing#

Click Budget Pricing in the menu. The page is titled Budget Pricing Configuration. It holds the prices Trelice uses when it builds a site budget from a protocol's Schedule of Assessments.

At the top, a Viewing rates for: dropdown chooses what you are editing. Global Defaults (USD) is the worldwide fallback; picking a country shows that country's rates in its own currency, along with its exchange rate.

Category rates#

The Category Rates table lists one row per procedure category (labs, imaging, and so on) with its Rate and Source. The source is either Country-specific (a value set for the selected country) or "Global default" (inherited from the USD defaults).

1. Move the pointer over a rate and click the small pencil symbol.
2. Type the new amount and click the green check mark (or press Enter).
3. What you'll see: editing while a country is selected creates a country-specific rate — the Source changes to Country-specific. A Reset button appears; clicking it removes the override and the country falls back to the global default.

Procedure name overrides#

Some procedures deserve their own price regardless of category — an MRI is not priced like a routine blood draw. The Procedure Name Overrides table handles these. As the heading notes, they are "matched before category rates; first pattern wins".

1. Click Add Override.
2. Type a pattern — for example "mri scan". Patterns are case-insensitive and match any assessment whose name contains the text.
3. Type the Rate, and optionally an Order number (lower numbers are checked first when several patterns could match).
4. Click Add.

How a price is chosen#

For each procedure in the schedule, Trelice checks in this order — the first match wins:

1. A name override for the budget's country.
2. A global name override.
3. The country's category rate.
4. The global default category rate.

Troubleshooting: If a budget shows a surprising price, check the name overrides first — a broad pattern like "scan" catches more procedures than you may intend. Tighten the pattern or adjust its Order.