3. Planning Phase in RevProHub

Blueprint stage 90 min (lecture + hands-on) Protocol · Eligibility · Tools

📌 Overview: Planning Phase Workflow

The Planning Phase is where you define the methodological blueprint of your systematic review. It ensures that every decision is pre‑specified, from search strategy to synthesis. Access the Planning dashboard via: Project Dashboard → Planning Phase.

Figure 1: Planning dashboard – stats cards provide snapshot of protocol status, forms, and study library.

Components of Planning Stage Dashboard

Protocol Status: Draft/Published Extraction Forms (N) Total QA Tools (N) Unique Studies (N) T/A Screening Progress Pending Conflicts / Duplicates

📄 1. Protocol Development
Draft, review, finalize protocol.
🔗 Manage Protocol

❓ 2. Research Questions & Eligibility
PICO/PCC frameworks; used for AI search & screening.
🔗 Questions & Eligibility Framework

📚 3. Reference Library
Bibliographic references for citations.
🔗 Go to Library

🔍 4. Search & Query Management
Develop & translate queries, direct database search.
🔗 Manage Queries

⭐ 5. Quality Appraisal Form
RoB & methodological quality tools.
🔗 QA Form Planning

📊 6. Extraction Form Planning
Design forms for consistent data collection.
🔗 Data Form Planning

3.1 Protocol Management

Navigate to Planning → Protocol Dashboard. Here you create, edit, version, and export your review protocol (PRISMA‑P aligned).

Create New Protocol

1 Click “Create New Protocol” from Protocol Dashboard.

2 Fill in Protocol Title, Authors & Affiliations, and summary of Introduction/Methods.

3 Click “Create protocol” → redirected to the Protocol Editor.

The platform allows only one active protocol per project, but you can create multiple versions (v1, v2, etc.) to track changes transparently.

Protocol Editor & Key Actions

In the editor you will see: Last saved status, action buttons, citation manager sidebar, and auto‑injected content.

Create new version Add Custom section Save all Export (DOCX/PDF)

Auto‑injected sections: Eligibility Framework & Research Questions (once defined) appear automatically.
Citation management: Right sidebar shows “Available References” → select references & click “Insert selected” to cite studies already imported into the project.
Auto‑save every 30 seconds + manual Save all.

View & Version Control

Click “View” on any protocol version. The view page displays: Authors, Abstract, Introduction, Methods, References, Appendices (Search Strategies & Review Questions). The right panel shows Version, Status (Draft/Published), Created/Last Updated metadata, and export options.

3.2 Eligibility Criteria & Research Questions

Access via Planning Phase Dashboard → Questions & Eligibility Framework. This area is critical because it feeds the AI Search Builder, the screening interface, and your protocol.

Why this matters: Eligibility frameworks (PICO, PICo, PCC) defined here are automatically pushed to the AI Query Builder, enabling semi‑automatic translation into PubMed/Hinari syntax. They also appear in the screening module to guide reviewers.

A) Defining Eligibility Criteria & Frameworks

Steps:

1 Click “Add Framework” inside the “Eligibility Criteria” tab.

2 Enter Framework Title/Name (e.g., “Effectiveness of beta agonists on weight”).

3 Choose Framework Type: PICO, PICo, PCC, PIRD – the form adapts accordingly.

4 Fill constructs: Population, Intervention, Comparator, Outcome (or Concept/Context).

5 Define General Criteria: Study/Source Types (RCT, Cohort, Qualitative…), Language, Start/End Year.

6 Click “Save Framework”.

Figure 3: Adding a new PICO framework – will be used for search, screening, and protocol.

B) Research Questions (Main & Sub‑questions)

Switch to the “Research Questions” tab. This module links directly to the framework you just created.

1 Click “Add Questions”.

2 Select Question Type: Main Question or Sub‑Question.

3 Write the Question Text (e.g., “What is the impact of beta agonist agents on weight reduction among diabetic patients?”).

4 Link to Framework (optional but recommended): choose the framework title from the dropdown – this connects the question to PICO/PICo elements.

5 Click Save Questions.

After creation, the main question appears with the linked framework, and sub‑questions can be added similarly.

Auto‑injection: Both eligibility criteria and research questions are automatically injected into the Protocol Editor and later into the Manuscript Writer.

🧪 Hands-On Activity: Planning Phase Discovery (25 min)

Access Planning Dashboard: Open your previously created project (e.g., “[Your Name] Pilot Review”) → click on Planning from the project overview.
Explore stats cards: Identify Protocol Status, number of QA/Extraction forms, and study counts.
Define an Eligibility Framework: Go to “Research Questions & Eligibility” → Add Framework. Use a simple PICO based on your topic (e.g., Population: pregnant women; Intervention: nutrition education; Comparator: standard care; Outcome: birth weight). Save it.
Create a Main Research Question: Switch to “Research Questions” tab → Add Question → select Main, write a question, link to the framework you just created.
Protocol auto‑injection verification: Navigate to Planning → Protocol Dashboard → open your protocol (or create a draft protocol if not yet). See how the research question and PICO table are automatically displayed inside the protocol editor.
Export protocol draft: Inside the protocol editor click “Export” → download PDF to see how the eligibility content appears in the appendices.

Debrief & reflection:

Why is it important to link research questions with an eligibility framework?
How does the auto‑injection of frameworks into protocol save time and reduce errors?
What additional information in the “General Criteria” (Study types, year limits) helps downstream screening?

Tool Planning: QA & Extraction Forms (Preview)

Within the Planning phase, you can design custom Quality Appraisal Forms (RoB 2, Newcastle-Ottawa, or JBI checklists) and Data Extraction Forms. For qualitative syntheses, use the Repeater Field (1‑to‑Many) to allow multiple findings per study – essential for meta‑aggregation.

Repeater logic highlight: When creating an extraction form, toggle “Repeater group” on fields like “Theme/ Finding” and “Illustrative Quote”. Reviewers can then click “Add another row” to extract unlimited qualitative findings from one study.

Figure 4: Designing a data extraction form with 1‑to‑many repeater rows (critical for qualitative synthesis).

Planning Phase Mastery Check:
✔ Protocol created with versioning and auto‑injected eligibility criteria.
✔ Eligibility frameworks (PICO/PICo) defined and linked to research questions.
✔ Understanding that frameworks drive AI search builder, screening interface, and final manuscript.
✔ Awareness of extraction form repeater logic for complex qualitative data.

Once the Planning Phase is complete, the project is ready to move into Conducting (screening, appraisal, extraction), where the defined criteria and forms will guide every decision.

Next session: Search & Query Management – using AI chat to translate PICO into validated search strings across 10+ databases.

RevProHub Planning Phase Workflows