Import Subject Data

Overview

This page describes how to import subjects and subject data into a project.

Required Role(s)

• Project Management

Steps

1. Select Projects from the main menu
2. Click on the project name
3. Click the Data Management toolbar button
4. Select the Subject Data Import tab in the left selector panel

5. Format the data to be imported in an Excel file 

   There is an example Excel file in the right panel that describes and shows the required format of the Excel file

6. Step 1 - Specify options

   1. Select file to import:  select Browse to locate the Excel file with the data to be imported

      The Excel file must be closed prior to selecting it for import

   2. Ignore Blank Values 
      1. Checking this box will not overwrite any subject values already entered with blank values

      2. Leaving the box unchecked will overwrite subject values where there are blanks in the spreadsheet

         This is a quick way to delete values in bulk

   3.  Allow Subject To Exist
      1. Check this box if you are importing subject universal or project variables and any subjects are already created in StudyTRAX
      2. Check this box if you are importing encounter data using Encounter Sequence without an Encounter Date
      3. Leave the box unchecked if you are importing subject universal or project variables and only importing new subjects

   4. Add Imported Medications To Project

      This option will only display in projects with the Medication feature enabled

      1. Check this box to assign the medications to the project
      2. Leave the box unchecked if you do not want to add all the medications being imported to the project or if they are already assigned to the project

   5. Include Duplicate Subject Medications

      This option will only display in projects with the Medication feature enabled

      1. Check this box to import medications that a subject is currently taking

         All values have to be the same to be considered a duplicate medication, not just the same medication name

      2. Leave the box unchecked if you do not want to import a medication that a subject is currently taking
   6. Perform Detailed Validation
      1. Checking this box will take longer to generate an action plan, but it will display results of importing encounter data
      2. Leaving the box unchecked will not take as long to generate an action plan, it will validate all the data but not output the results of importing encounter data
   7. Send Welcome Email
      1. Checking this box will send a welcome email to subjects being imported
   8. Click on Generate Action Plan to validate the data in the spreadsheet
7. Step 2 - Review Action Plan
   1. Errors noted during the validation process will be displayed
   2. Click on Specify Options to go back to step 1
   3. Continue with step 3 if no errors are noted and you are ready to import the data
8. Step 3 - Import Data
   1. This step will not be available (it will be grayed out) if any errors were noted in step 2
   2. Click on Import Data to import the spreadsheet data
9. Step 4 - Import Results
   1. A successful import will display an Import Successful note in this section