Purpose
This article provides instructions for uploading data to the GRID and MIPS registries using the NRDR app in Connect. For registry-specific data upload details, see the article for the GRID and MIPS registries.
NOTE: When uploading an Excel file, please ensure it does NOT have:
1. Any formulas in the cells.
2. Any vertical bars (characters that look like this: | ) in the cells. For example, an entry like this for a study name is invalid: 2D|3D|SCREENING.
These errors will cause the file to reject and potentially not allow the log file to be accessed.
Steps to Upload a File
Log in to Connect and select the NRDR app.
Click on the data tab at the top of the screen, then click Data File Upload under the registry you wish to upload data for. The data file template for the intended registry is conveniently available to download in the Data File Upload tab.
Currently only Exam Version 2.2 will be accepted in NRDR App data file upload.
Click the Browse button to locate the file you want to upload or drag the file and drop to the box shown in the example above.- 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. If the field is left blank for a given row, that row will be uploaded to the facility currently selected in the facility picker.
Click the Upload button.
For each uploaded file, the NRDR app will perform a pre-validation check in real time without sending the file to the server. This provides the user the ability to get feedback on data validity instantly and will allow the user to correct any errors directly in the validation log file before uploading to the server. If pre-validation has failed due to any validation error or warning then the system will reject the entire file and status will be set to Validation Failed. A validation log file will be generated for the site to correct any errors before re-uploading. Once the corrected and validated file has been uploaded to the server, the status will change to Validation Successful and a confirmation message appears stating the file has been received. The below confirmation message will appear next to the status.
“Thank you for your upload. Submissions take up to 72 hours to process. To check the status of a submission, go to the Data File Process Status form under Data section, and click the ‘Download Log File’ link for information on records in the upload that reject as invalid or incomplete. For security reasons, log files are archived and deleted every 15 months and cannot be retrieved.”
File uploads may not be larger than 200,000 rows or 50MB.
Checking File Upload Status
Sites are able to check the status of the upload in the same Data tab used to upload the data. The table below the upload box lists all files that have been submitted with at least one row matching the facility currently selected in the facility picker at the top-right corner. You can use the facility picker to generate a table for a different facility.
You can also view the status of an upload using the Data File Process Status link under each registry.
Note: The Data File Process report provides immediate feedback about file upload status for an individual facility or for multiple facilities within the same Corporate Account. The report includes file specific error and warning details and can be especially helpful for identifying rejected files and files with rejected records across multiple facilities.
The table includes the following columns:
| Facility | The facility for which record counts apply. Rows for other facilities included in the file are not counted. |
Filename | 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. |
Submission Date | The date and time the file was submitted to the registry, in Eastern US Time. |
Status | The status of the file, indicated as one of the following:
|
% of records uploaded | The percentage of records uploaded to the NRDR app. |
# 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 by clicking Download Log File in the Action column.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 recordsadded withwarning | The number of records that were added to the registry database, but are missing the additional data element(s) necessary for a complete record. |
# of records updated | The number of records that were updated in the registry database. No history of changes to updated records is retained. |
# of recordsupdated withwarning | The number of records that were updated in the registry database, but are missing the additional data element(s) necessary for a complete record.. No history of changes to updated records is retained. |
Action | Links for downloading a log file, and for retrying files with a status of "Upload Error" or "Validation Error". Clicking on the ellipsis opens the available options: |
icon.
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 status, file name, corporate account or facility by using the respective search fields.
Viewing Rejected Records
You can view rejected records by clicking Download Log File in the Actions column of the Data File Process Status page.
The example above is for GRID files submitted using the data file upload function, but the process is the same for other registries. The log file is an Excel spreadsheet with fields in error framed in red or yellow, along with a comment showing the error. You must click "Enable editing" at the top of the spreadsheet to see the comments. A red frame indicates an error that caused the record to be rejected, while a yellow frame indicates an error that generated a warning. Unlike records with errors, records with warnings only are added to the database. For example:
If you uploaded a file that has rejected records, you will see one of 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). |
Generate Log File | For larger file submissions, this option is available for a log file to be generated in the background as you continue to work with the NRDR App. You will receive a notification if still in the portal (or via email notification if not) that the log file can be downloaded and reviewed. |
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. MIPS files are processed immediately once validated and added to the queue.
Correcting Rejected Records
For invalid patient ID errors, see Resolving "Invalid. Cannot update / create patient" Errors. After all errors have been corrected, please follow the steps above to upload the file.
Note: The filename will need to be changed to a filename that has not been used in a previous upload.