Note: Not all registries allow data file uploads. As of January 2019, data uploads are available for CTC, GRID, LCSR, and NMD. Refer to registry-specific data submission articles for more information.
Use the following steps to upload a file to a registry:
Log in to NRDR
Select the facility to which you wish to upload the data, using the facility picker in the upper right corner of the portal.
Note: You may upload data for multiple facilities within a single file by populating the Facility ID column in the upload file. However, Facility ID is not a required field in the data file. In the event the field is left blank for a given row, that row will be uploaded to the facility currently selected in the facility picker.
Click on the desired registry on the left side of the screen, then click Upload Data from the Data Collection menu.
Click the Choose File button to locate the file you want to upload
A confirmation message appears stating the file has been received. If there are errors, you can either continue or cancel the upload. If you click Continue the valid records will be uploaded. If you click Cancel none of the records will be uploaded. (Note: file uploads may not be larger than 50MB for CTC, GRID, LCSR and NMD)
Checking File Upload Status
To check the status of the upload, select Data File Process Status from the Data Collection menu. By default, the page displays a table listing all files that have been submitted with at least one row matching the facility currently selected in the facility picker. You can use the facility picker to generate a table for a different facility, if desired. If you have just submitted a file it will be shown on the first line of the table with a status of Pending.
The table includes the following columns:
The name of the file, with your facility ID added to the beginning of the name. Refer to the file specification for a description of the other components of the file name.
The date and time the file was submitted to the registry, in Eastern US Time.
The date and time the file was added to the registry. This normally occurs during the early morning hours of the day after the file was received.
The status of the file, indicated as one of the following:
Pending – The file was successfully uploaded, but records from the file have not yet been added to the database. All files are in pending status when first submitted.
Successful – The file was successfully uploaded. Valid records have been added to or updated in the database. There must be at least one valid record for the status to be Successful.
Rejected – The file could not be uploaded. An explanation appears in the Message column.
Cancelled by user – The upload was cancelled by the person attempting to submit the file.
Load failure – The file was successfully uploaded, but valid records from the file could not be added to the database. Please contact the NRDR Help Desk for assistance if your file has a status of Load Failure.
The facility for which record counts apply. Rows for other facilities included in the file are not counted.
# of records in file
The number of records read from the file for the facility.
# of records rejected
The number of invalid records. These records were not added to or updated in the database. You can view a list of rejected records with reasons for rejections.
Note: When you upload your file, the column header row will be rejected as an invalid record. This is expected; consequently, all uploads with column headers will have at least one rejected record
# of records added
The number of records that were added to the registry database.
# of records updated
The number of records that were updated in the registry database. No history of changes to updated records is retained.
An explanation of why a file was rejected, such as Invalid file name.
Links for viewing or downloading a log file, and for viewing details of how many records were processed for each facility ID within a file.
You can restrict the list of files by using the search filter that appears at the top of the page. If you want to restrict the list to a certain date range, enter the dates in the Upload Start Date fields and click the Search button. You can also restrict the list by selecting a file status from the drop-down menu in the Status field.
If you uploaded a file that has rejected records, you will see two links in the Action column that you can use to display the reasons for which the records were rejected:
Download Log File
Use this link to create a file of rejected records and the reasons for rejection. The file can be saved for future viewing with a software application such as Microsoft Excel. The columns in the file are delimited with a | (vertical bar).
Show Log File
Use this link to view rejected records and the reasons for rejection online, as shown in the NMD registry example, below. (Note: Please allow pop-ups for the NRDR site if you cannot view the log file)
The first column shows the order of the record in the file. The second column shows the record as invalid. The remaining columns correspond to data elements in the file. Refer to the registry's file specification for a list of data elements and their valid values and formats.
Some errors are detected as soon as you upload your file. Others are not detected until the file is processed, resulting in a file status of either Successful or Rejected. Files are normally processed overnight, but may take up to 72 hours to process.