Importing Sites and Site Contacts

This feature is beneficial if users want to create many sites at once. This is done by entering the site details in an Excel worksheet and uploading them during the import process.

To import sites and contacts, follow the steps below.

1. Click on the Sites modal from the left-hand navigation pane, click on the +Add button from the top menu bar, and select the Import Site List option.

   

2. On the Site Import screen, click on the ‘See the sample worksheet template’ hyperlink to download the template.

   

3. The worksheet consists of three sheets – Investigative Sites, Contacts, and User Instructions. You can download the worksheet, fill it with the site metadata, and upload it. Once the worksheet is uploaded, the system will map the metadata of sites and their contacts and create the sites. The sites thus created appear in the grid for you to view.

   

   Important

   • The Investigative Sites sheet cannot be left blank.
   • While importing sites, it is compulsory to specify the Principal Investigator, without which sites will not be imported.
   • Start-up specialists and CRA cannot be imported. You will need to add these later and can use Mass Coding for the same
   • Sites with the same names cannot be imported.
   • Fields such as First Name and Last Name in the Contacts sheet cannot be left blank, as the system will verify the email ID of the user with the user’s credentials from the database. If they do not match, an error will be thrown.
   • Main contact/s should be specified as they are the ones to receive the email when the regulatory packets are sent.
   • If you want a contact to be an Active Contact, Main Contact, or Provide Documents, enter numerical ‘1’ in the Contacts sheet for the fields. The system will automatically map the data and set the actions allowed for the user. On editing the contact from the site profile, you will find the checkboxes for these actions ticked (find more on this in the next section).
   • If the ‘Active Contact’ field is left blank, the contact will be deactivated by the system. You may choose to activate the contact later if required.
   • If a site and its contacts are already imported, then more contacts can be added to the site only manually or through the API.
   • Data that was not imported can be mass-coded for multiple sites later (follow on to Mass Coding of Sites for further details).

1. In Step 1, Click on the Select button select the updated .xlsx file and click on the Next button.

   

2. In Step 2, setup the metadata field mapping and click on the Next button.

   

3. In Step 3, setup the metadata field mapping for contacts and click on the Next button.

   

4. In step 4, confirm site metadata field mapping and click on the Next button.

   

5. In Step 5, confirm contact metadata field mapping and click on the Next button.

   

6. On the Information popup, click on the OK button.

   

7. Click the Complete button in the Review import progress and results.