1 Import
- 1.1 Users
  - 1.1.1 Sample CSV
  - 1.1.2 Data dictionary
- 1.2 Add Roles to Existing Users
  - 1.2.1 Sample CSV
  - 1.2.2 Data Dictionary
- 1.3 User Forms (v8.0)
  - 1.3.1 Example Form
  - 1.3.2 Sample CSV
  - 1.3.3 Data Dictionary
2 Export
- 2.1 Users
- 2.2 User Roles
- 2.3 User Forms

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.

Import / Export

Import

Users

Sample CSV

Data dictionary

Add Roles to Existing Users

Sample CSV

Data Dictionary

User Forms (v8.0)

Example Form

Sample CSV

Data Dictionary

Export

Users

User Roles

User Forms