Data Import Rules

Data Import Rules

Sections

‍General Rules
‍Patients Data Import
Case Data Import
Survey Data Import

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General Rules

The system allows multiple imports for the same subscriber.

There is a limitation that allows only one import to be in progress at a time for each subscriber, regardless which stage of completeness the import is or which type of the import it is.

Only format xls/xlsx is supported.
A1 cell must not be blank.

System always assumes the 1st row is the file header / the first line contain the column titles

Columns must be unique. If a file contains duplicate column names, it will not be accepted by the system.
Cells with headers must have general or text format

Ensure that the file does not have any duplicate email addresses.
The file should not contain any comments, only data that needs to be uploaded into the database.
All columns in the table must have a header, and it is important to ensure that there are no columns without any header, whether they contain data or just formatting.
When editing a file and removing rows or columns, it is important to note that it is not just the data in the cells that should be removed, but the entire row or column. Instead of cleaning the data, it is necessary to delete it completely.

The file will not be uploaded to the system if the file has:

No sheets
Empty cell A1
Empty / duplicate column name
Data errors: incorrect date format, etc.

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Patients Data Import

The data format of the cells must match. Otherwise, the data from this cell will not be imported.
If the patient's email in the file is invalid, the system will create the patient's profile without including their email.
The system will create a NEW patient for each row which contains at least 1 data point. System WILL NOT create new patients for fully blank rows.
The file that you import should only include patients who belong to a single subscriber.

In order to prevent any issues, WHEN ADDING PATIENT we strongly recommend to map all the following columns: first name, last name, birth date, email address, country and mobile phone, - even if they are marked as optional.

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Patient Update Rules

Be careful during the Update Patient operation. Especially so that the correct Patient ID and emails are used.
If the patient's file contains an invalid email during the update, the system will simply ignore it. The previous valid email will be retained and not deleted or replaced.
An empty cell deletes data!

If you only need to update one attribute, such as the birth date, please avoid deleting any data from the other cells. If this data was initially imported and mapped (while adding the survey), the system will delete all these data during the update if the corresponding cells are left empty.

If the cell is not empty, but there is still some incorrect data* there, then during the update process the system will automatically reset it to default. This will happen even if during the initial patient creation the valid value was added.

*E.g., “Russian” instead of “ru” in the Language cell will be reset to "en" (English).

Attribute	Expected format
Patient Email	Cell format: Text ! Check that the email format is correct.
First name / Middle name/ Last name	Cell format: Text
Mobile Phone	Cell format: Number Format XXXYYYYYYYY, where XXX - the country code which can be identified YYYYYYYYYY - phone number E.g.: 37525 7653545 (not 8025 7653545)
Date of Birth	Cell format: Date It doesn't matter if the data appears like a date to us, what truly matters is that the cell's format is specifically set to a date and not set as generic or text. When the cell is date, the actual value is not important (MM//DD/YYYY or DD.MM.YYY) Tip: In Excel, text is typically aligned to the left edge of the cell, while dates and numbers are aligned to the right.
PI Region	One of the 2 values: USA: USA Canada: Canada (not CA!) ► If the file does not contain any columns indicating the PI region, all patients will be automatically assigned to the PI regions of the subscriber. ► If all patients share the same PI region as their clinician, there is no need to include the PI region column.
Communication on	One of the values: English US: en Espanol (Spanish): es Francais (French): fr Русский (Russian): ru Italiano (Italian): it Deutsch (German): de Dansk (Danish): da Polskie (Polish): pl Turk (Turkish): tr English UK: en-GB Netherlands (Dutch): nl ► The entered information that differs from the code will be not recognized by the system and English will be applied by default. ► If all patients require English, the column "Communication on" can be omitted.
Country	One of the supported Country codes: List of country codes Note: Use Alpha-2 country code: US for the United States of America , ES for Spain, etc.

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Case Data Import

Note:

The main difference between import and manual case creation is that you cannot add or change patient data through the operation of adding or updating a case. Even if the necessary information is present in the file, the system will disregard it and generate empty patient profiles if they have not been previously imported. So, make sure you’ve added the patients to the system earlier.
If the user has two protocol versions, create two files for importing: one file for each version's cases.
If patients have email addresses, create cases for them based on their emails. Ensure there are no duplicate emails in the file.

For each duplicate patient in the file, a separate case will be created.

For patients without an email, place them in a separate file and manually enter their patient ID in a new column. Then, proceed to create cases for them based on their ID.
Make sure the PI region specified in the file matches the PI region specified in the Circle. Otherwise, the cases will not be created.

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Attribute	Expected Format	If not mapped or blank
Commencement date	Cell format: Date when the cell is date, the actual value is not important (MM//DD/YYYY or DD.MM.YYY)	Based on the protocol settings with Case creation date = Today
Treatment date	Cell format: Date Value not critical Must not be less than Commencement date If this condition is not met, the case will not be created	Based on the protocol settings with Case creation date = Today
Edit Survey Completion Date	One of the 2 values: True: True False: False	True by default
Send Registration Email	One of the 2 values True: True False: False	True by default

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Survey Data Import

Note:

If you have conditional visibility set up in the imported survey/s, make sure to verify that everything has been imported correctly.

To ensure that a single or multiple text responses are accepted, they must accurately match the response in the admin panel. So, check spaces, punctuation, articles, endings "s", etc.

Update Survey Rules

If the question is optional, you have the option to remove an incorrect answer by importing a file with an empty cell for that answer. However, please note that this method will not work if the question is required.
Each new survey update will be displayed for the investigator as a different survey version (Version 1, Version 2, Version 3, and so on.)

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Attribute	Expected Format	If Blank for the patient or contains Invalid value
Language* *required attribute, if it is not mapped with some column, even empty, the next import step will not be available	One of the values English US: en Espanol: es Francais: fr Русский: ru Italiano: it Deutsch: de Dansk: da Polskie: pl Turk: tr English UK: en-GB Netherlands: nl	English
Survey Completion date * if you do not map this attribute, survey completion date will be the current date ⇒ When performing the Add Survey operation, the completion date will always be taken from the file, regardless of whether True or False is selected in the Edit Survey Completion Date option. ⇒ If we do not allow the Survey Completion date to be changed and set it to False during the Update Survey operation, the date from the file will not be used. Instead, today's date will be entered.	Cell format: Date Date is MM/DD/YYYY	[System date]
SURVEY QUESTIONS
Question Type
Read-only question	N/A
Singular Value	Cell format: Text
Multiple Value	Cell format: Text Options separated via “;” (semi-column)
Grouped	Numeric format Only whole numbers allowed Min/max values depend on the question settings	Each category from the grouped question represents 1 column and must be mapped separately
Analogue	Numeric format Decimals allowed Separator for decimal is “.” (point) if the Excel file is in English Separator for decimal is “,” (comma) if the Excel file is in Russian Min/max values depend on the question settings
Date Pay attention to the date format based on the language settings of the Excel file you are importing. Otherwise, the day and month will be imported in reverse order.	Cell format: Date (the date is aligned to the right) Date format is MM/DD/YYY - if the Excel file is in English; DD/MM/YY - if the Excel file is in Russian
Text	Text format
Number	Numeric format Min/max values depend on the question settings Decimals allowed
File		Disabled
BUNDLE QUESTIONS For the whole bundle we must determine which format of the response we have in the uploaded file - Text or Score
Read-only question	N/A
Singular Value	Can be Text Score
Multiple Value	Can be Text Score options separated via “;” (semi-column)
Grouped	Can be ONLY Score Score requirements Cell has numeric format Only whole numbers allowed Min/max values depend on the question settings	Each category from the grouped question represents 1 column and must be mapped separately
Analogue	Can be ONLY Score Min/max values depend on the question settings
Date Pay attention to the date format based on the language settings of the Excel file you are importing. Otherwise, the day and month will be imported in reverse order.	Cell format: Date (the date is aligned to the right) Date format is MM/DD/YYY - if the Excel file is in English; DD/MM/YY - if the Excel file is in Russian
Number	Can be ONLY Score Min/max values depend on the question settings
File	N/A

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