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Table of Contents

Steps to import CSV

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  1. Go to the collection protocols list page, click on 'Import' button and select option 'Biospecimen Data' OR
  2. Go to participants list page of the CP under which the visit has to be created/updated, click on 'More' button and select option 'Biospecimen Data'
  3. Select 'Visits' from 'Select Record Type' dropdown and click on 'Download Template File' to download the template file
  4. Enter all valid data in the template file as mentioned in the below 'Data Dictionary' table
  5. Upload the filled template file in 'Input Records File' field, select 'Import Type' as 'Create' to create or 'Update' to update visits
  6. Click on 'Validate and Import' button
  7. Refer 'Import status' to check the status of import job
Note

On updating the activity status of the visits to 'Disabled', the dependent data - specimens collected under this will be deleted. This is the force delete feature that is available on the UI as well.


Sample CSV

Download

Data Dictionary

Column Name

Data type

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible ValuesValidations
IdentifierNumberNoDependsSystem auto-generated unique number for every visit

CP Short TitleStringYesNoCollection Protocol of the visit to be added
Should be existing and unique within OS
PPIDStringYesNoThe participant for whom this visit is being created.
Existing PPID.
Event LabelStringNoNoEvent Point Label from the protocol for which this event corresponds. E.g. baseline, surgery, etc.
In v3.4, if left blank, the system will add visit with event label as 'Unplanned Visit'
NameStringDependsYesName of the visit. Mandatory if the auto label generation set to OFF
Should be unique within OS
Visit DateDateNoNo

Select the correct date format from UI based on the data in the file. In v3.4, if left blank, the system will add current date by default

Visit SiteStringNoNo
Valid site nameIn v3.4, if left blank, the system will add recent visit site
Visit StatusStringNoNo
  • Complete
  • Pending
  • Missed Collection
Default Value: Complete
Clinical DiagnosisStringNoNo

Permissible Values File - SNOMED

Permissible Values File - ICD 10

Default Value: Not Specified
Clinical StatusStringNoNo
  • No Diagnosis / Control
  • New Diagnosis
  • Pre-Therapy
  • Post-Therapy
  • Pre-Operative
  • Operative
  • Post-Operative
  • Remission
  • Relapse, Primary Site
  • Relapse, Distant Site
  • Relapse, Not Specified
  • Not Specified
Default Value: Not Specified
CohortStringNoNoThe group to which the visit belongs

By default, this field is not visible. In order to display this field, the system administrator needs to add values in the database table 'catissue_permissible_value' or user can add values through 'Dropdown Manager'. The drop-down is visible in visit page only if it has PVs added.


Path. NumberStringNoNoSurgical Pathology Number
Default Value: Not Specified
Pathology Report NameStringNoNoThe filename of the surgical pathology report
This is used to upload pathology reports. The document file name is specified in this column and the actual file is uploaded along with the CSV in a zip file. For more details refer 'File Upload via BO'
Missed ReasonStringNoNoReason for missed visitBeyond processing time/ Insufficient sample collected / available/ Laboratory error/ Patient declined collection/ Poor sample quality/ Sample damaged/ Sample not collected by clinic / Clinic error/ Visit cancelledDefault Value: Not Specified
CommentsStringNoNo


Activity StatusStringNoNo
  • Active
  • Disabled
The value should be 'Active' during creation or kept blank in which case it will take default value as 'Active'
Missed By#Email AddressStringNoNoEmail address of the user who missed the visit
Should be an existing user in OpenSpecimen

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