Video:

Pre-Requisites

The user having create/update participants access.
The user having access to CP under which the participants have to be registered.

Steps to import CSV

Go to the Participant's list page of the protocol under which the Participant has to be created or updated.
Click on the 'More' button and select 'Biospecimen Data.'

Select 'Participants' from the 'Select Record Type' dropdown and 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, select 'Import Type' as 'Create' to create or 'Update' to update participants
Click on the 'Validate and Import' button
Refer 'Import status' to check the status of import job

You can update participants based on any of the following:

EMPI
MRN and its Site
CP Short Title and PPID

Note: On updating the activity status of the participants to 'Disabled', any dependent data like visits or specimens collected for this Participant will be deleted. This is the force delete feature available on the UI as well.

Sample CSV

Download

Data Dictionary

Column Name	PHI field?	Datatype	Mandatory? (Create)	Mandatory? (Update)	Description	Permissible Values	Validations

Column Name	PHI field?	Datatype	Mandatory? (Create)	Mandatory? (Update)	Description	Permissible Values	Validations
Identifier	No	Number	No	No	System auto-generated unique number for every Participant	This can be retrieved using the query interface(Registration ID). The query for the desired participants and include the 'Registration ID' field using 'Columns' in the results view.	Mandatory while updating PPID.
CP Short Title	No	String	Yes	Yes	Collection Protocol to which the Participant to be updated belongs.		Should be an existing CP
PPID	No	String	Depends	Yes	PPID of the Participant to be updated		Should be unique within the CP It should be left blank if auto-generation is ON.
Registration Date	No	Date	Yes	No	The date of participant registration.		Select the correct date format from UI based on the data in the file
Registration Site	No	String	No	No	The Site where the Participant enrolled in the study/protocol.
External Subject ID	No	String	No	No	Unique study or system ID assigned to participants by external systems like OpenClinica, REDCap, etc.
Activity Status		String	No	No	Activity status of the Participant	Active Disabled	'Disabled' status cannot be used when registering/creating a participant. Default Value: Active To remove the Participant, update the activity status to 'Disabled'.
Data Entry Status(v10.2)	No	String	No	No	Specify data entry mode of participant	DRAFT COMPLETE	Introduced in v10.2. When in draft mode, no validations will be shown, user can add data and save information.
Reason		String	No	No	Specify reason for disabling a participant		Minimum of 10 characters.
First Name	Yes	String	No	No	First name of participant
Last Name	Yes	String	No	No	Last name of participant
Middle Name	Yes	String	No	No	Middle name of participant
Phone Number	Yes	String	No	No	contact number of Participant
Date Of Birth	Yes	Date	No	No
Death Date	Yes	Date	No	No
Gender	No	String	No	No		Female Male Gender Unknown Undifferentiated
Race#1	No	String	No	No	Add an extra column for the Participant with multiple races. E.g. Race#1, Race#2, etc.	American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander Not Reported Unknown White
Vital Status	No	String	No	No		Alive Dead Unknown Unspecified
Ethnicity	No	String	No	No		Hispanic or Latino Not Hispanic or Latino Not Reported Unknown
SSN/NIN	Yes	Integer	No	No	Social Security Number/National Identification Number SSN for US locale NIN for other countries		Should be unique within OS
eMPI	Yes	String	No	No	Enterprise Master Patient Index		It should be unique within the system.
PMI#1#MRN	Yes	String	No	No	Medical Record Number	Need to be specified if the update should be based on MRN	It should be unique within the Site.
PMI#1#Site Name	No	String	No	No	The Site which issued the MRN	Need to be specified if the update should be based on MRN	It should be an existing site.

Custom fields update

OpenSpecimen allows adding custom fields to the main participant page using the 'Forms' feature and attaching the form at the 'Registration Custom Fields' level. Refer to 'Custom Forms' for more details on adding these fields. Once these fields are added, the participant bulk import template gets automatically updated with these fields. To update the values for such custom fields for specific participants, follow below steps:

Navigate to the participant list page of specific collection protocol
Click on 'Import' and download the template for Participant
The template will have the columns for custom fields and the columns specified in the above table.
Fill the template with the data for the custom fields along with the PPID of the participants for which the data needs to be updated and the CP short title.
Upload the file with import type as 'Update.'
Once uploaded, check the status under 'View past imports.'