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First Time - File Upload Process (How-to Guidance)

This section describes the steps required to submit your data using the Uploader functionality.

 

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 it onto the website!

  • 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 however; you may be the first one to load any data for your organisation in which case the list will be empty.

 

  • 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.

 

 

  • If any errors occur during processing an error message will be displayed detailing the error, and the status next to that file will show as ‘Error’. You can re-attempt the processing by clicking the Retry Process button next to that file. This should re-run the processing sequences again.
  •  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 name 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. (Users and their logins are assigned to an organisation)
    • Good File:

 

    • Bad File:

 

 

  • The next steps require the user to know their data.
  • Please note, some users will be taken straight to screen "b". This is because they may not have any ‘update recs’ where ward data/records have been amended and show a ‘0’ value.

 

The first time data is loaded for an organisation.

 

 

 

  • For each of these ‘0’ records known as ‘update recs’, the user will select from the drop down list as to how to treat these. 
  • If there are also ward names found in the file that don’t match any existing wards on the site (for your organisation), it will give you the option to change these to one of the existing ward should you wish to.  Changes to existing wards should be done here.
      1. Update recs: If any lines with ‘0’ record count are found (in your source data file) a decision box will be shown on your upload screen, under the message ‘validating wards...’

         

        The options available are:

        • Do nothing with these records (Ignore),
        • Remove these records from the dataset (Delete Collection),
        • Or transfer the records to another ward (Change ward name to....)

         

        We chose to Ignore these 14 ‘Update recs found’. 

        Once all the options have been completed click the Submit updates button to continue processing.

         

      2. Wards found: If any ward names are found from the upload that do not match those already on the site, the user can decide how these should be treated (Ignore records or Create new ward).  If new wards are to be created this should be done here.

         

        We chose to Create new ward.

         

        Click the Submit updates button to continue processing. When all the wards have been matched the collections on the file will be checked against the collections on the site.

         

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

        In the example below, the user is uploading a file which contains two duplicate data entries (two lots of 10 surveys for "Sleepy Ward", on collection date 19/09/2013).

         

        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.

      4. If there are no duplicates, there are no further steps for uploading this data.

 

  • Once the uploading is completed, a message will show with the number of records that have been copied to the site.
  • Click on the Close button. Navigate to the Collect Data tab and you should now be able to view these records.

 

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