The Registrations tab shows the user the available registries. A user can start collecting data from this view.

Creating and submitting a registration consists of 4 steps:

• Select the registry for which you want to create a registration.

(The documentation below includes generic sample screens designed solely to illustrate what the process entails, irrespective of the registry involved.)

• Click on "New registration" button.

• Fill in the registration form and save or submit the registration with the buttons below.

• Save the registration temporarily if needed. The status of the record will be "Open" for saved registrations.​

• Submit the registration if  no validation errors present. The status of the registration will change to "Sending".

• When the record has been processed, the status will change to "Submitted".

As soon as a registration is sent, the "status confirmation" column will show "Pending".

• ​It shows "OK" once the registration has arrived, and "NOK" if the registration did not arrive within 48 hours. If the status is "NOK", the software will automatically try to resend the registration up to 10 days after the initial submission.
• For the statuses "Sending","Corrections needed" and "Approved" the status confirmation will be empty because the registration has not yet been submitted.
• A registration can be "Reopened" if needed as long as the status of the registration is "Submitted".

A user can modify and complete a registration in four steps:

• Select the register from which you wish to modify one or more registration(s).

(The documentation below includes generic sample screens designed solely to illustrate what the process entails, irrespective of the registry involved.)

• Click on the registration to be changed, and complete the form. The status of the record is then:
  • Open for registrations saved manually or by uploading a csv file
  • Corrections needed for registrations with errors

• Save registration temporarily if necessary. Record status becomes Open for stored registrations.

• Send the registration if there are no more validation errors.
  • Registration status changes to Sending

• When the record is processed, the status changes to Submitted.

Once a registration is sent, the message Pending appears in the status confirmation column.

• When the registration is received, the message OK appears; if the registration is not received within 48 hours, the message NOK appears. With the status "NOK", the software will automatically try to send the registration up to 10 days after the initial submission.
• For the statuses Sending, Corrections needed and Approved, the status confirmation is empty because the registration has not yet been sent.
• A registration can be Reopened if necessary, as long as the status of the registration is "Submitted".

Data submission procedure using CSV Upload

1. Preparing the csv file

• The CSV file should contain following fields  “filename;recordname;genetic_sequence”
• Description of the values for the fields "filename" and "recordname"  are :

Filename: This field is used as the first key for linkage between the data sent through HD4DP1 (patient & sample data) and SFTP (nucleotide sequences data). This field must contain the same value for both uploaded records to allow the 1 to many link. Please use this convention: ARL_yyyymmddHHMMSS (name of ARL and date-time stamp of the file, e.g. HSP_20240827092014). The name of the csv file with nucleotide sequences sent through SFTP must have this value in order to be linked with the record transferred via the HD4DP1 (patient & sample data).

Recordname: This field is used as the second key for linkage between the data sent through HD4DP1 (patient & sample data) and SFTP (nucleotide sequences data). This field must contain the same unique value for both uploaded records to allow the 1 to 1 link. Please use this convention: ARL_yyyymmddHHMMSS_xxxxx (name of ARL, date-time stamp of the file and a unique 5-digit number, e.g. HSP_20240827092014_00001). as described

• The values of the field “genetic_sequence” contain the nucleotide sequences of the HIV genes.

Example of the CSV file for sequence :

Disclaimer: The example files above are only provided as a guideline and do not contain real life data.

2. Uploading the CSV file

Step 1: Open the sftp tool like WinSCP

Step 2: Get the credentials (Host name, Port number, User name and Password) from the IT department of the Data Provider, to log on to the sftp server located on the Data Provider side. In case the credentials are unavailable we advise you to request your credentials through our service portal at the Jira Service management (JSM) Portal via the Request something tab and subsequently the Request for Information box.

Step 3: Fill in the credentials into the Login screen and click on Login to be able to access the different upload folders:

Note: a warning might be given, just click on Update

Below documentation contains generic example screens with the sole purpose to demonstrate how the process looks like. In the subsequent screens the desired HIV_sequence register needs to be selected.

Step 4: Select the desired HIV_sequence folder and open the upload folder by double-clicking on it:

Step 5: Now go to the folder on the left-hand side panel where the csv file to be uploaded is located:

Step 6: Drag the csv file to be uploaded from the left-hand side panel into the folder on the right-hand side panel:

Step 7: Refresh the right hand pane. The ownership of the file has been transfered from the ‘hiv_sequence’ user (1092) to our technical user (1001), thereby preventing the data providers from further accessing the uploaded files in any way.

The files are deleted by the load process when it picks them up once daily.

3. Validate csv upload

No validation of the files occurs