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Initial Considerations
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Initial Considerations
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PRO TIP-Many users find it helpful to enter data into a test record (if records don’t already exist) before attempting to import data! Why? You can then export that same data to better understand & visualize how your data should be imported.
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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.
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The Process
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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-
Field type | Coded value |
|---|---|
Check boxes | Has separate box for each answer choice |
Yes - No | 1 = Yes 0 = No |
True - False | 1 = True 0 = False |
Text Box | No Coding, but may have validation requirements |
Notes Box | No Coding, free text field |
Calculated Field | Leave Blank, calculations are unable to be imported |
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
Navigate to the project you'd like to import data into
From the left hand ‘applications’ menu, select
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Data Import
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- 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"
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Tool
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Read & follow instructions 1-3 within the data import tool page to proceed
Download your template in the desired format
Add data to your file ensuring it matches your project setup, ie, field values, etc.
Carefully choose your upload settings!
View the？symbol for more information on each setting. This is a critical step! View descriptions below
Click ‘Choose File’ to select your data import file
After diligently confirming your upload settings are setup as desired, click ‘Upload File' to begin the data import
Review for accuracy once import is complete
Description of Upload Settings
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Choose an import option
Display the data comparison table?
 Rename records?
Overwrite data with blank values?
File format settings
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Additional Considerations
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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. Additional Considerations
| Field type |
| Multiple choice | Use codes assigned to them on REDCap |
Check boxes | Has separate box for each answer. |
| Yes - No | 0 = No 1 = Yes |
| True - False | 0 = False 1 = True |
| Text Box | No Coding, but may have validation requirements |
| Notes Box | No coding | Calculated Field | Leave Blank
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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.
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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