Batch Upload | Family Touchpoint Response
Updated over a week ago

Batch Upload Tips

  1. Check Securities. Is this an action you can take in ETO? Do you have proper securities to allow you to record/edit/update TouchPoint or Participants?

  2. Start Fresh. Download a fresh template for Batch Uploads. Copy and Paste data without formatting,

  3. Double Check Data. Complete all required fields, duplicate check information, make sure dates are accurate, double check data

  4. Test. Upload 1-2 rows of test data to ensure a proper upload

  5. Upload. We do not recommend uploading over 600 rows at once. Larger files may take longer to process.


Family TouchPoint Responses

Family TouchPoint Batch Uploads can utilize Participant Site ID (PSID) or Participant Duplicate Check Settings to match properly to Participants in the system. If you are choosing to NOT use one or the other (PSID or Duplicate Check fields) remove those columns from the upload.

Family TouchPoint Batch Uploads can utilize Family Name and Family ID

Insert

Inserting new responses requires Response Date, Response ID, Program Name, Site Name, Insert or Update, Family Name, Family ID and all required fields in the TouchPoint. Response ID column will be blank, but must be in the file.

Update

Updating responses requires Response Date, Response ID, Program Name, Site Name, Insert or Update, Family Name, Family ID, and all required fields in the TouchPoint. It is easiest to pull a TouchPoint Flat file, edit the export to meet the BU template, and then upload the responses again with minor changes to complete "Updates".

  • Blank cells - Blank cells are treated as a response to a question. If a cell is blank for the question, it will NULL any answer that was previously in this response. This allows Users to delete all the answers for a given question at once. Required questions cannot be left blank.

  • Deleting Columns - If Users are attempting to update only a couple of questions in a TouchPoint, deleting columns may be a perfect time saver. Deleting a column serves as a "SKIP" functionality. The Batch Upload will skip those questions and leave them untouched (as opposed to the blank cell option).

  • Required fields including Participant Site ID or Duplicate Check Demographics, Response Date, Response ID, Update or Insert, Required TouchPoint questions cannot be left blank / cannot be deleted columns.

Limitations

  • Cross Reference Fields cannot be updated using Batch Upload


Step by Step Instructions

  1. On the Navigation Bar, click on "Site Administration". Then select "Batch Upload".

  2. Under the "Generate Template" heading, select "TouchPoint Responses" from the drop-down menu and then click the "Generate Template" button.

  3. Select your Touchpoint and Subject Type = Family

  4. Select an Upload Behaviour and download the template

    • Assign individual response set to each family - (Single Family Touchpoint Behaviour)

      • Inserts each combination of unique Family Name and Response Date as a unique Response Set. In the above example, we would create two response sets, one for Family A, with two family members and one for Family B with one family member.

      • When used with Updating response, Response ID and Family ID/Family Name map the response to the correct Response Set ID. Response Set ID is not used in the file.

    • Upload all records as the same response set (ad-hoc group) - (Multiple Family Touchpoint Behaviour)

      • Inserts all families to one response set for each response unique date. In the above example, we would create one response set that would include the three members from Family A and Family B.

      • When used with Updating response, Response ID and Family ID/Family Name map the response to the correct Response Set ID. Response Set ID is not used in the file.

  5. Enter information into the spreadsheet

    • Participant Site ID OR all duplicate check fields are required. If you are not including one of the two (duplicate check columns or Participant Site ID) delete those columns all together. It is recommended to use both Participant Site ID and Duplicate Check columns for all uploads.

    • Site Name is required

    • Program Name is recommended (the Program where the data will be uploaded - if this is not included the data will be attached to the Program where the upload is completed)

    • Response Date is required

    • Update or Insert – is required, should be "Insert" or "I" for new responses and "Update" or "U" for responses that are being updated.

    • Response ID is required, should be left blank for Inserts and should be completed with accurate Response IDs for Updates

    • Family Name and Family ID is required

    • Any TouchPoint questions marked as required in ETO

    • Non Exclusive Choice Questions (Lists where you can select multiple answers) should be uploaded with semicolons between answers. For example if the question is "What did you eat for lunch?_001" the Answer might be "Eggs;Bacon;Grits;OJ".

    • Signature Elements cannot be batch uploaded

    • Attachments cannot be batch uploaded

  6. Under the "Upload File" heading, select "TouchPoint Responses" from the drop-down menu. Then click the "Select file" button.

  7. Complete the Touchpoint Name, Subject Type, Upload Behaviour, and map all fields.

  8. If any answers in your file do not match with the available choices in your TouchPoint in ETO, you will be taken to the Data Mismatch screen where you can select the correct choice from the list of possible choices.

    Each question with a mismatch will be listed, with the "Value Uploaded" from the file, the number of "Records Affected" and the "Possible Choices". Select the correct choice from the list or select Do Not Upload from the list if you do not have a matching choice. Click the "Continue" button when finished making corrections.

  9. Click the "Finish" button on the confirmation screen.


Errors: If there is an error in your spreadsheet, the upload will not be successful. From the "Complete" tab, you can see the number of lines that were not inserted.

If you click on the File Name, you will see a log of the details for the failure.

Success: If your file is successfully uploaded, you will see the information under the Complete tab at the bottom of the Batch Upload page. The upload type will be "TouchPoint_Responses".

If you click on the File Name, you will see the log details for the upload.


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