After creating a configuration, that configuration will be saved and can be accessed in the future on the right side of the page as highlighted below.

The following descriptions correspond to the image directly below:

1. Select one or more options on how the import should be run. All imports will be recorded in the corresponding records' audit trails. The options selected below are a common example, where records will be created if they don't exist. Here are some useful notes on this particular configuration:

  • If the system finds a record already in place, whatever data is mapped will be overwritten - unless 'Update' is not checked.
  • If the source file contains a blank value for a given data point, any existing record data will NOT be overwritten - unless 'Update with null value' is checked.
  • Any sites found under the source file's 'Site' column will automatically be created if they don't exist already.
  • And subjects found in the Sub ID column will be automatically created.

2. Import control fields - Identify the source file column headers that correspond to: 
  • Subject ID - If the subject Id in the source file does not already exist, the system will create that subject and insert a blank registration form.
  • Date field - All subject records must have a date/transaction field. If the source data does not contain one, it must be created. Be sure the date field on the form that is defined as the transaction date is what is used here. This helps the system identify unique records, along with the search key in item 3 below.
  • Visit Interval - This is what was mapped in the visit interval map on the right side of the page to correspond with the visit column from the source file
  • Site Name - If sites already exist in the study, use the same site names in the source file. Otherwise, the system will automatically create a new site.

3. Import search key - Identify which data point(s) the system should use to identify unique records. In most cases, this will be the visit date and visit interval that is defined in the Import control fields from item 2 above. The important thing here is to be sure to identify as many items that are necessary to differentiate a record so the system can determine if it is previously existing or not.

Note: If every record in the source file is unique, but most of the data matches, it may be necessary to add a new column to the number each row, which can then be used as a sole item in the search key. This will ensure that updates to these records are updating the appropriate record.

Next is the mapping of the data fields on the form specified above as the destination form. Map each field from the form in Clinical Studio to the corresponding column header from the source file. Mapping each field is NOT required. Any item not mapped will simply not be imported. If the data already exists in Clinical Studio for a specific field and that field is not mapped, the data will be ignored.

Note the following on the different field types:

  • Choice Fields (dropdown or radio) - Ensure the choices are accurately identified based on what the source file contains. 
  • Checkboxes - The source file must contain 1's and 0's OR TRUE and FALSE. These correspond to checked and unchecked respectively.
  • Date fields - The system is able to parse dates correctly, so don't worry about separating dates from times.

**Don't forget to select 'Save Configuration' at the bottom of the page**

Next, read about testing and running the import you configured.