General description of CSV Upload

• Go here for a general description of the data submission service via CSV Upload.

Training

• Go here to watch the CSV Upload training organized by healthdata.be.

Data submission procedure in Architecture 2 using CSV Upload

1. Preparing the csv file

• Extract the requested data from the electronic patient files and/or other local databases.
• Map the data according to the fields and formats as described in the DCD specifications of this section and the general code lists.
• Go here for additional information on the codes and the formats used for the Author group, NISS code, Status, "Date" - "Date:Time", Repeatable fields and Multiple choice.
• Make sure the name of the csv test file(s) has the correct format as follows:
  HD_DCD_submcsv_HDBPnumber_HDBPabbreviation_versionnumber_versionreleasedate

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 credenials are unavailable we advise you to request your credentials through our service portal at https://sciensano.service-now.com/sp 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

In the CSV Upload folder structure that is displayed on the right-hand side panel, you will notice draftcsv folders and submcsv folders for the diverse HD business projects.

Historically, a directly submitted csv file would end up in the submitted folder (submcsv), whereas a csv file featuring ‘draft’ in the status field would have ended up in the draft folder (draftcsv). At this stage there is no real distinction between both folders, so you can save the csv file in either of them.

Attention: If you wish to create a draft to work on at a later stage, don’t forget to add ‘draft’ in the status column of the csv file.

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

Step 4: Select the desired BCFR folder and open it 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: Wait until the polling system of the CSV Uploader has picked up the CSV file and has processed it.
Once the csv file has been processed it will disappear from the folder, when the page is manually refreshed!

3. Validate csv upload

Once the csv file has been processed, 3 folders will be created (if they haven't been created already) in the DCD folder:

• ARCHIVE (after a csv file has been processed, the original csv file will be saved in this folder)
• RESULT (when the csv file is placed in this folder, it means that the csv file has been processed, a file will be created (or appended, if the file already existed) with the result of the upload of the csv file).
  All the errors that are described in this file are business related, which means that they are technically correct, but in violation with the business rules or contain wrong values for that field.
• ERROR (when the csv file is placed in this folder, it means that a technical error has occurred like the csv file contained erroneous formatting. The csv file won't get processed and an error file will be created with the errors and reason why the csv file couldn't be processed)

3.1 Validation of the csv upload via sftp tool:

Step 1: Double-click on the ERROR folder to open it, click on the refresh button and verify that there is no error file present.

Step 2: Return to the DCD folder. Now double-click on the RESULT folder to open it, click on the refresh button and verify that the result file is present.

Step 3: Double-click on the result file to open it.

Step 4: If there are multiple records in the result file, scroll to the entry of the current csv upload by looking at the upload date (Started at dd/mm/yyyy hh:mm).
Verify the result file that the upload was successful by searching for the word SUCCESS and having a look at the Status. This Status must contain: Success;Success Count:1;Error Count:0

3.2 Validation of the csv upload via HD4DP 2.0:

Step 1: Open the HD4DP 2.0 web application.

Step 2: Select the organization in the dropdown list and click on Volgende (Next)

Step 3: Fill in the username and password, that has been provided by your IT Department or Healthdata team, and click on Log in to access the HD4DP v2.0 application.

Step 4: Navigate in the menu on the left-hand side panel to the desired study program:

Step 5: Check that the uploaded registration(s) is/are displayed in the overview table.

This documentation is being updated regularly. We try to provide as correct, complete and clear as possible information on these pages. Nevertheless, if you see anything in the documentation that is not correct, does not match your experience or requires further clarification, please create support ticket via our portal (https://healthdatabe.atlassian.net/servicedesk/customer/portals) or send us an e-mail via support.healthdata@sciensano.be to report this documentation issue. Please, do not forget to mention the URL or web address of the page with the documentation issue. We will then adjust the documentation as soon as possible. Thank you!