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3. Enter information you would like to import. Before importing it, check the following:

• In column A, be certain a unique ID is entered for every record.  Enable to import data, it is required to have this entered so that REDCap knows what record the data is designated to.  This field is generally the study_id.
• Do not change the Variable / Field Names in Row 1, because doing so will lead to errors when uploading
• If it's a longitudinal study, it is required to enter the redcap event name (a.k.a. Unique event name) in column B.  The redcap event name (circled in red in image below) is auto generated on the "Define My Events" page. The name is formatted with the event name followed by arm name (e.g. screening_1_arm_1).  To get to the "Define My Events" page, go to "Project Setup" and click on "Define My Events"
• If it contains Data Access Groups (DAGs), enter the unique-group name in that the record belongs to in column C.  Info about DAGs is at: <https://wiki.chpc.utah.edu/pages/viewpage.action?pageId=570359865>
• If repeatable forms are used in your project, there will be 2 additional columns, they are the following:
  • redcap_repeat_instrument column - used for name of the repeatable instrument (located in column B or C) 
  • redcap_repeat_instance column - gives a number to each repeated instrument, goes in numerical order (located in column C or D)

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Use codes assigned to them on REDCap

(shown in choices box when editing a field)

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Initial Considerations

Data imports are useful when transferring data between REDCap projects, transferring data from the Electronic Health Record to a REDCap project, and when entering manually-collected data to a REDCap project.

Data being imported must match the raw, coded values associated to said field variable.

• Use your ‘codebook’ to verify values. Coded values appear to left of the answer choice.

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Standard examples below-

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Other helpful articles may include:

• https://utahctsi.atlassian.net/servicedesk/customer/portal/3/article/276988267

• https://utahctsi.atlassian.net/servicedesk/customer/portal/3/article/1035239446

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How to use the Data Import Tool

1. Navigate to the project you'd like to import data into

2. From the left hand ‘applications’ menu, select Data Import Tool 

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3. Read & follow instructions 1-3 within the data import tool page to proceed

   1. Download your template in the desired format

   2. Add data to your file ensuring it matches your project setup, ie, field values, etc.

   3. Carefully choose your upload settings!

      1. View the？symbol for more information on each setting. This is a critical step! View descriptions below

4. Click ‘Choose File’ to select your data import file

5. After diligently confirming your upload settings are setup as desired, click ‘Upload File' to begin the data import

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6. Review for accuracy once import is complete

Description of Upload Settings

Expand
title Click here to view a description of upload settings
Choose an import option Import in Real Time: suitable for small data files as you are unable to navigate to a new page until the upload is completed Import as Background Process: should be used for large data files. You will receive an email once your file is processed. The results will be shown in the ‘View background imports’ tab. Image Added Display the data comparison table? This is HIGHLY recommended when importing data to records that already exist. Why? You will get to review the changes being made to existing data for any errors before committing the change, thus, if something in your data file was not correct, you can cancel the changes! Image Added Rename records? View the ？symbol to understand how this applies to your specific project. Be mindful when renaming records. Overwrite data with blank values? Be mindful, if you select ‘Yes’ to overwrite data, this will result in permanent data loss! File format settings Ensure the format options you select here match the data file you’ve selected for import.

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Additional Considerations

Warning

REDCap may refuse to upload due to errors. Correct the mistakes it lists, save, and try to upload again. Continue to do this until it accepts the data and uploads it. 8.  Once the data is uploaded and accepted, REDCap will show a summary of the changes made (as shown in image below).  To make the changes permanent, scroll to the bottom and click on "Import Data" (circled in red in image below).                Image Removed

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For longitudinal projects, it is required to enter the redcap event name into fieldredcap_event_name. 

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For repeatable forms, there will be 2 additional fields:

• redcap_repeat_instrument 

  • Provided the coded name of repeatable instrument. This can be found in your codebook. Spaces within an instrument name are represented with a underscore.

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• redcap_repeat_instance 

  • These should go in numerical order, each line data representing the instance of.

  • ex) 2 instances:

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For projects utilizing Data Access Groups (DAGS) , it is required to enter the ‘unique group name’ into fieldredcap_data_access_group to assign a record to a DAG group

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It’s also important to provide the record_id name exactly as you want it to appear in the UI .

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