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Table of Contents

Video on Visit CSV:

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Steps to import CSV

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  • Go to the collection protocols list page, click on the 'Import' button, and select the option 'Biospecimen Data' OR

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  • Go to the Participant's list page of the CP under which the visit has to be created/updated, click on the 'More' button, and select the option 'Biospecimen Data'.

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  • Select 'Visits' from the 'Select Record Type' dropdown and click on 'Download Template File' to download the template file.

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  • Enter all valid data in the template file as mentioned in the 'Data Dictionary' table below.

  • Upload the filled template file in the 'Input Records File' field, select 'Import Type' as 'Create' to create or 'Update' to update visits or 'Update Else Create' to either create or update record. For the 'Update Else create' feature please refer to Update Else Create Operation.

  • Click on the 'Validate and Import' button.

  • Refer 'Import status' to check the status of the 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 available on the UI as well.

Sample CSV

Download

Data Dictionary

Note

  1. The "Name" (Visit Name) is required when updating visits to identify which records you are updating.

  2. To change the "Visit Name," include the visit identifier column.

You can build queries to fetch the Vist Names or Identifiers and export.

Column Name

Data type

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible Values

Validations

Identifier

Number

No

No

System auto-generated unique number for every visit.

Mandatory while updating Visit Name.

CP Short Title

String

Yes

No

Collection Protocol of the visit to be added.

Should be an existing CP

PPID

String

Yes

No

The Participant for whom this visit is being created.

Existing PPID.

Event Label

String

No

No

Event Point Label from the protocol for which this event corresponds. E.g., baseline, surgery, etc.

If left blank, the system will add a visit with the event label as 'Unplanned Visit.'

Name

String

Depends

Yes

Name of the visit. 

Should be unique within the system.

Mandatory if the auto label generation is set to OFF.

Visit Date

Date

No

No

If left blank, the system will add the current date by default

Visit Site

String

No

No

Valid site name

If left blank, the system will add a recent visit site

Visit Status

String

No

No

  • Complete

  • Pending

  • Missed Collection

Default Value: Complete

Clinical Diagnosis

String

No

No

Permissible Values File - SNOMED

Permissible Values File - ICD 10

Default Value: Not Specified

Clinical Status

String

No

No

  • 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

Cohort

String

No

No

The group to which the visit belongs

By default, this field is not visible. The system administrator needs to add values in the database table 'catissue_permissible_value' to display this field, or the user can add values through 'Dropdown Manager'. The dropdown is only visible on the visit page if PVs are added.

Path. Number (PHI Field)

String

No

No

Surgical Pathology Number

Default Value: Not Specified

Pathology Report Name

String

No

No

The 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 to the 'File Upload via BO'.

Missed Reason

String

No

No

Reason for the missed visit

Beyond processing time/ Insufficient sample collected / available/ Laboratory error/ Patient declined collection/ Poor sample quality/ Sample damaged/ Sample not collected by clinic / Clinic error/ Visit cancelled

Default Value: Not Specified

Comments

String

No

No

Activity Status

String

No

No

  • Active

  • Disabled

'Disabled' status cannot be used when creating visits.
The value should be 'Active' during creation or kept blank, in which case it will take the default value as 'Active.'

To delete the visit, keep the value as 'Disabled' and run the 'Update' operation. 'Name' or 'Identifier' column is mandatory for this operation.

Missed By#Email Address

String

No

No

Email address of the user who missed the visit

It should be an existing user.