Master Data

Overview

Before you create your first trial, you should set up your workspace's master data. Master data includes your depot locations, drug substances, drug products, and country references. You define these once at the workspace level, and then reuse them across every trial you create -- no need to re-enter the same information each time.

Think of master data as the building blocks of your supply chain. Trials reference these shared records, so any updates you make here are reflected wherever that data is used.

Depots

Depots are the physical locations in your supply chain -- manufacturing hubs, regional warehouses, and distribution points. You manage depots independently of any specific trial, then assign them to trials as needed during trial setup.

Viewing Your Depots

Navigate to Depots in the left sidebar of your workspace. Your depots are displayed as cards in a responsive grid, grouped by continent. Within each continent group, depots are sorted by type (Central first, then Local), and then alphabetically by name.

Each depot card shows:

• Depot name -- the name you assigned
• Type badge -- color-coded to help you distinguish at a glance:
  • Central (blue, Factory icon) -- your main manufacturing or distribution hub
  • Local (gray, Building icon) -- a regional warehouse or distribution point
• Country -- the country flag emoji and name where the depot is located

Creating a Depot

1. Scroll to the bottom of the Depots page and click the Create Depot action card, or click the Add Depot button.
2. A dialog opens with three fields:
   • Name -- Enter a descriptive name for the depot (e.g., "Frankfurt Central Warehouse").
   • Country -- Search for and select the country where the depot is located. The dropdown is searchable -- just start typing.
   • Type -- Choose Central or Local from the dropdown.
3. Click Create Depot.

A success notification confirms the depot was created, and it appears in the appropriate continent group on the page.

Editing a Depot

1. Hover over a depot card to reveal the actions menu (three-dot icon) in the top-right corner.
2. Click Edit.
3. Update the name, country, or type as needed.
4. Save your changes.

You need Member, Admin, or Owner permissions to edit depots.

Deleting a Depot

1. Hover over a depot card and open the actions menu.
2. Click Delete.
3. If the depot is not used in any trial, a confirmation dialog appears. Confirm to delete.
4. If the depot is currently assigned to one or more trials, you cannot delete it. The dialog lists the trials using this depot so you can remove the assignment first.

Only workspace Owners can delete depots.

How Depots Connect to Trials

When you set up a trial (Step 1: Countries & Depots in the trial wizard), you select from the depots you have already created here. This means:

• You define your depot network once in master data.
• Every trial pulls from the same shared list.
• If your organization adds a new warehouse, you add it once here, and it becomes available in all future (and existing) trial configurations.

Drug Substances

Drug substances represent the active pharmaceutical ingredients (APIs) and raw materials in your supply chain. You manage them at the workspace level, and they serve as the foundation for drug products, batch tracking, and manufacturing planning.

Viewing Your Drug Substances

Navigate to Drug Substances in the left sidebar. Your substances are displayed as cards in a responsive grid. Each card shows:

• Substance name (with a teal Beaker icon)
• Status badge -- either Complete (green) or In Progress (amber), indicating whether you have finished configuring the substance
• Description -- if you added one, a preview appears on the card
• Created date
• View Details button -- opens the full detail page
• Delete button -- available if you have management permissions

At the end of the grid, a Create Drug Substance action card lets you add new substances.

Creating a Drug Substance

1. Click the Create Drug Substance action card (or the button within it).
2. Enter the Substance Name (e.g., "Compound ABC-123").
3. Click Create.
4. You are taken to the substance's detail page where you can configure additional properties.

On the free plan, you may have a limited number of drug substances. If you have reached the limit, the action card shows "Upgrade Required."

The Drug Substance Detail Page

Click View Details on any substance card to open its detail page. This page has a tabbed interface:

Timeline Tab

A visual timeline showing all batches associated with this substance. Hover over batch entries to see details in a popup card. This gives you a bird's-eye view of your substance's supply schedule.

Lot Pooling Tab

A visual flow diagram showing how substance batches are distributed across your drug products and trials. This helps you understand the allocation of your raw materials.

Stability Tab

Configure and view stability testing schedules for the substance. Select stability tiers and manage testing timelines.

Editing a Drug Substance

• Rename: Click the edit icon next to the substance name on the card or detail page. A dialog lets you update the name.
• Description and other properties: Edit these from the detail page.

Deleting a Drug Substance

Click the delete button on the substance card. A confirmation dialog appears. If the substance is linked to drug products or trials, you may need to remove those associations first.

Drug Products

Drug products are the finished pharmaceutical items manufactured from your drug substances -- tablets, capsules, injections, and other dosage forms. They live under their parent drug substance and are managed from the substance detail page.

Viewing Drug Products

Open a drug substance's detail page. The drug products section lists all products derived from that substance.

Creating a Drug Product

1. From the drug substance detail page, click the option to add a new drug product.
2. Fill in the following fields:
   • Name -- The product name (e.g., "ABC-123 Tablet 500mg").
   • Drug Type -- Select from: Tablet, Capsule, Powder, Liquid, Suppository, Patch, Injection, Cream, Gel, Spray, Ointment, Vial, or Other.
   • Description (optional) -- A brief description of the product.
   • Strength (optional) -- The dosage strength (e.g., "500mg").
   • DS Quantity per DP Unit (optional) -- The conversion ratio indicating how much drug substance goes into each unit of this product.
   • DS Quantity Unit (optional) -- The unit of measurement for the conversion (mg, g, kg, mL, L, or pcs).
3. Save the product.

How Drug Substances and Products Connect to Trials

• Drug products are referenced in your trial's production constraints and kit definitions.
• Drug substance batches track raw material inventory -- with statuses like Planned, Received, Quarantined, Released, and Consumed.
• Drug product batches track manufacturing -- from Planned through In Progress, Completed, QC, and Released.
• The lot pooling view on the substance detail page shows how batches are allocated across trials.

This hierarchy -- Substance to Product to Batch to Trial -- means you model your real-world supply chain once, and Prognosis uses it for forecasting across all your trials.

Countries

Countries in Prognosis are a reference dataset that comes pre-loaded in your workspace. You do not need to create or manage countries manually -- they are available system-wide.

How Countries Are Used

Countries appear throughout the platform:

• Depot creation -- You select a country when creating a depot, which determines its geographic grouping.
• Trial configuration -- In Step 1 (Countries & Depots) of the trial wizard, you select which countries participate in the trial.
• Recruitment setup -- Country-level recruitment dates and patient targets are configured per trial.
• Reporting and grouping -- Depots and other data are grouped by continent based on their country assignment.

Each country record includes:

Country Data Is Read-Only

You cannot add, edit, or delete countries. The country list is maintained by Prognosis and covers all countries relevant to clinical trial operations. If you need a country added, contact support.

The Reusability Model

Master data follows a set up once, reuse everywhere pattern:

• Depots feed into Trial Depots (Step 1)
• Drug Substances feed into Lot Pooling & Batches
• Drug Products feed into Production Constraints
• Countries feed into Trial Countries (Step 1) and Recruitment Config (Step 2)

Benefits of this approach:

• No duplicate entry. Define a depot once; assign it to as many trials as you need.
• Consistency. All trials reference the same source of truth. If a depot name changes, it is reflected everywhere.
• Faster trial setup. When you start a new trial, your depots, substances, and products are already waiting for you -- just select the ones that apply.
• Centralized tracking. Drug substance and product batches are tracked at the workspace level, giving you visibility into your supply chain across all trials.

Role-Based Access