/
Data Import Tool

Click on the magnifying glass to the right. Starting typing a topic you wish to learn about

Data Import Tool

Owned by Melanie Mansuy (Unlicensed)
Last updated: Jun 25, 2024 by Ashley O'Connor
4 min read

Initial Considerations

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.

  • The above process is extremely helpful if you've never worked with REDCap Data Import tool.

  • You may only import ‘raw’ data values via the data import tool!

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.

Screen Shot 2024-06-21 at 4.04.49 PM.png

Standard examples below-

Field type

Coded value

Field type

Coded value

Check boxes
(multiple answers)

Has separate box for each answer choice
     1 = checkbox is selected
     0 = checkbox is not selected

 

 

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:

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 

    Screen Shot 2024-06-21 at 2.28.50 PM.png

  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

     

  6. Review for accuracy once import is complete

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.

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!

 

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.

Additional Considerations

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.

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

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:

 

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

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