Got feedback or spotted a mistake?

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Import / Export

Import

You can create multiple users, assign roles to them and add user training form data in bulk.

Users

  • Log in as an admin user and go to the users' list page.

  • Click on the 'Import' button and select the option 'Users'.

  • Click 'Download Template File' to download the template file from the 'Import Users' page.

  • Enter all valid data in the template file as mentioned below.

  • Upload the filled template file in the 'Input Records File' field, and select 'Import Type' as 'Create' to create users or 'Update' to update users.

  • Click on the 'Validate and Import' button.

  • Refer to 'Import status' to check the status of the import job.

Sample CSV

Download

Data dictionary

Column

Datatype

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible Values

Validations

Column

Datatype

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible Values

Validations

Identifier

Number

No

Yes

The system auto-generated unique number for every user.



It should be left blank during add, and this will be used only for updating the user details like email/login name.

Last Name

String

Yes

No







First Name

String

Yes

No







Domain Name



Yes

No

LDAP or Identity provider



"openspecimen" - if using inbuilt LDAP

Default value: 'openspecimen'

Login Name

String

Yes

No





Should be unique within the chosen domain

Email Address

String

Yes

Yes





Should be unique within the system

Institute

String

Yes

No







Primary Site

String

No

No

This field is only for information and is not used for privileges checking.





Type

String

No

No

Type of the user.

The user can be a super admin/institute admin/ Regular/NONE. 

  • SUPER

  • INSTITUTE

  • CONTACT

  • REGULAR / NONE

The value CONTACT has been added since v6.1 to designate users who are contacts who will not be using OpenSpecimen app.

Admins can assign different roles to the users with the 'REGULAR' type.

If you leave this column blank, it will create the user as a regular user.

Activity Status

(v7.0)

String

No

No

Activity status for the user

Active / Disabled

Use 'Disabled' to delete the users.

Address

String

No

No







Phone Number

String

No

No







Disable Email Notifications

String

No

No

A disabled individual email notification

Yes / No



Add Roles to Existing Users

  • Log in as an admin user and go to the users' list page.

  • Click on the 'Import' button and select option 'User Roles'.

  • Click on 'Download Template File' to download the template file.

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

  • Upload the filled template file in the 'Input Records File' field, and select 'Import Type' as 'Create' to add or 'Update' to update user roles.

  • Click on the 'Validate and Import' button.

  • Refer to 'Import status' to check the status of the import job.

Sample CSV

Download

Data Dictionary

Column Name

Datatype

Mandatory?

Description

Permissible Values

Column Name

Datatype

Mandatory?

Description

Permissible Values

Identifier

Number

Depends

System auto-generated unique number for every user.



Email Address

String

Yes

Email address of the user to which role has to be added.



Role#1#Name

String

Yes

A role that is to be assigned to the user.

  • Administrator

  • Coordinator

  • Principal Investigator

  • Researcher

  • Technician

  • Tissue Banker

Role#1#Site Name

String

Yes

The site to which the role is applicable.

Enter a valid site name or leave blank to set for "All Current and Future".

Add an extra column for the user role on multiple sites.

E.g. Role#2#Site Name, Role#3#Site Name, etc.

To update with all sites, you can add "All Current and Future".

Role#1#CP Short Title

String

Yes

Collection protocol to which the role is applicable.

Enter a valid collection protocol name or leave blank to set "All Current and Future"

Add an extra column for the user role on multiple CPs.

E.g. Role#2#CP Short Title, Role#3#CP Short Title, etc.

To update with all CPs, you can add "All Current and Future".

User Forms (v8.0)

  • Log in as an admin user and go to the users' list page.

  • Click on the 'Import' button and select the option 'Forms'.

  • Select the records type.

  • Click on 'Download Template File' to download the template file.

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

  • Upload the filled template file in the 'Input Records File' field, and select 'Import Type' as 'Create' to add or 'Update' to update user roles.

  • Select the correct date and time format.

  • Click on the 'Validate and Import' button.

  • Refer to 'Import status' to check the status of the import job.

Example Form

OpenSpecimen User Training Form

This is the default user training form that comes with OpenSpecimen. You can modify the form or use the same form as per your requirements.

Sample CSV

Download

Data Dictionary

Column Name

Data Type

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible Values

Validations

Column Name

Data Type

Mandatory?

(Create)

Mandatory?

(Update)

Description

Permissible Values

Validations

OpenSpecimen User Training Form ID

Integer

No

Yes

Should be specified while updating a record.

 

The ID can be retrieved from the 'Forms' tab within the particular user.

For multiple records update the record id required

Email Address

String

Yes

Yes

The email address of the user for whom you want to create/update the form record.

 

The user should be registered in OpenSpecimen.

Activity Status

String

No

No

 

  • Active

  • Disabled

The value should be 'Disabled' to delete the form record.

Year of training

String

No

No

 

Permissible Values

The entered year should be within the PVs.

Privacy & Security (1) Training Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT - Completed

  • NOT Required

  • N/A

The entered year should be within the PVs.

DATE of ANNUAL Privacy&Security (1) Training

Date

No

No

 

 

 

MAT (2) Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT - Completed

  • NOT Required

  • N/A

The entered year should be within the PVs.

DATE of ANNUAL MAT (2)

Date

No

No

 

 

 

Cyber Security Awareness (3) Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT - Completed

  • NOT Required

  • N/A

The entered year should be within the PVs.

DATE of ANNUAL Cyber Security Awareness (3)

Date

No

No

 

 

 

Workplace Violence Prevention (4) Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT - Completed

  • NOT Required

  • N/A

The entered year should be within the PVs.

DATE of ANNUAL Workplace Violence Prevention (4)

Date

No

No

 

 

 

IATA Shipping (5) Training Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT due this year - 2-year cycle

  • N/A

The entered year should be within the PVs.

DATE of BIENNIAL IATA Shipping (5)

Date

No

No

 

 

 

Fire Safety (6) Training Completed for this year?

String

No

No

 

 

The entered year should be within the PVs.

DATE of ANNUAL Fire Safety (6) Training

Date

No

No

 

 

 

OpenSpecimen (7) - ANNUAL Community Meeting (OSCON)#1

String

No

No

 

  • Annual Community Meeting (OSCON)

  • OSCON - Super User Training

  • Not Attended

The entered year should be within the PVs.

If YES, Attended - DATE of ANNUAL OpenSpecimen OSCON (7) Meeting

Date

No

No

 

 

 

OpenSpecimen (8-1)-Initial Training Completed?

String

No

No

 

  • YES - Completed

  • NOT Completed

  • N/A

The entered year should be within the PVs.

OS (8-1)-DATE of Completion of INITIAL OS Training

Date

No

No

 

 

 

OpenSpecimen (8-2)-Annual Competency Assessment Completed for this year?

String

No

No

 

  • YES - Completed

  • NOT - Completed

  • NOT Required

  • N/A

The entered year should be within the PVs.

OS (8-2)-DATE of Completion of ANNUAL Competency Assessment

Date

No

No

 

 

 

SoCRA (9) Certificate?#1

String

No

No

 

  • YES

  • NO

  • Unknown

The entered year should be within the PVs.

SoCRA (9) - If YES, Expiration Date (re-certify every 3 years)

Date

No

No

 

 

 

Additional Training (10)

String

No

No

 

 

 

Comments (11)

String

No

No

 

 

 

Export

You can export users, user roles (from v7.0), and user forms (from v8.0).

Users

You can export all the users or selected users.

  • Login as Super/Institute Administrator.

  • Navigate to the 'Users' page.

  • Click on 'Export' and select the 'Users' option. This will export all the users as a CSV file.

  • To export the selected users, select the users by checking the checkbox present against the user from the list view. Then select the 'Users' option from the 'Export' button. The selected user details will be exported as a CSV file.

User Roles

You can export the roles assigned to a specific user or all users. It will make it easier to create a new user with the same permissions as another user. You can also use it to bulk review and check the CPs and roles assigned to users.

  • Login as Super/Institute Administrator.

  • Navigate to the 'Users' page.

  • Click on 'Export' and select the 'Users Roles' option. This will export all the user's roles as a CSV file.

  • To export the selected user's roles, select the users by checking the checkbox present against the user from the list view. Then select the 'Users Roles' option from the 'Export' button. The selected user's role details will be exported as a CSV file.

  • You can create the users with the same user roles, which are exported. For example, the 'Tasha V' user has the same user roles as 'Steph Jorge.'

  • You can bulk review the user's assigned roles, CPs, and site access.

User Forms

 

Got feedback or spotted a mistake?

Leave a comment at the end of this page or email contact@krishagni.com