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Subsequent Loads - File Upload Process (How-to Guidance)

This section describes the steps required to submit your data using the Uploader functionality – when loading the next dataset, for example the following month.

First, you will need to get your DATA FILE from the Frontline tool.

To do this:

  • Make sure all other excel spreadsheets are closed
  • Open your Excel Tool
  • Press 'Administration'
  • Press 'Data Export'
  • A Pop up will say "You are about to create a Data Export file from your ST. Do you wish to continue?"
  • Press 'Yes'
  • It will then save an Excel file and a pop up will say "Export File created"
  • Close the Frontline tool
  • The New file will appear in the same folder as the Frontline tool - The file name should begin with "STX...."

This newly created file is your Data File. This is the one you will need to upload.

  • If you are uploading a very large quantity of data you may need to split the upload into multiple files (e.g. All surveys in groups of years) and then upload the files one at a time. 

Now to Upload your Data!

  •  Log on to the Safety Thermometer website https://www.safetythermometer.nhs.uk/ using the Username and Password emailed to you.
  •  Navigate to Classic > Collect Data > Upload. This page shows a list of any previous uploads with their status.

 

  • Once at the Classic Data Upload page, select the organisation you are uploading data for. Then click the Upload file button. Please note, this only applies if you are linked to more than one organisation. If you are only registered as a user for one organisation, this page will default to that choice.

 

  • Click on Choose File and navigate to the source of the file you wish to upload, then select the file. Once a file is selected its name will appear next to the Choose file button. Click on the Upload button to start the upload.

Note: if you hover your mouse over the filename, you can see the full name of the document to be uploaded.

 

  • A ‘SUCCESS’ message will confirm the upload is complete. The most recently uploaded file will appear at the top of the table with a new name. At this time the file is saved on the server only and no data has been copied to the site.

 

When the file is uploaded it is renamed to ensure the filename is unique. Click the Process button next to the uploaded file to commence the processing of the file.  

 

  • The file is checked to confirm the sheet name (STDB11) and data in the columns are correct. The organisation code in the first line is checked to see if it matches the user login and organisation permissions registered. (User logins are assigned to organisations).

 

The next steps require the user to know their data.

The subsequent data loads for an organisation

 

      • Update Recs: If any lines with ‘0’ record count are found (in your source data file, like this example) a decision box will be shown on your upload screen, under the message ‘validating wards...’

         

        For each of these ‘0’ records known as ‘update recs’, the user will select how to treat these.

        The options available are:

        • Do nothing with these records (Ignore),
        • Remove these records from the dataset (Delete Collection),

         

        We chose to Delete Collection, and clicked on Submit updates.

         

        Note:  These are the same ‘Update recs’ found in the previous Oct 17 and Nov 17 loads. 

        This is because these 14 ‘update rec’ data lines still exist in the latest version of the organisations upload file. 

         

       
      • Duplicate Collections: There may also be duplicate collections being loaded (in your source data).

        In this instance, the user has chosen to upload all historical data along with the most recent month data (Dec 17).  The file also still holds the duplicate data entries (two lots of 28 surveys for 26/10/2017).

         

        The next prompt is asking the user what to do with these duplicate collections / data lines. Choose whether to;

        • do nothing with those collections on the file (Ignore),
        • replace the collections on the site with those on the file (Replace existing Collection),
        • or add the collection records on the file to what is already on the site (Add to existing Collection).

        We chose to Ignore, and clicked on Submit updates to continue processing.

 

  • Once the uploading is completed, a message will be displayed with the number of records that have been copied to the site.
  • In this instance, the only difference between this file and the last file loaded for this organisation is 25 survey results for the 20/12/2017 collection. Because we opted to ignore or delete all the other duplicate data, only ‘25 records successfully copied’ (a good thing).

 

  • Click on Close.  
  • Navigate to the Collect Data tab to view these records.