Bulk Uploads

Some reports allow for the addition of records in bulk instead of individually. Below are some examples.

Upload Faculty

• Select the Upload Participating Faculty button below the table.
  1. The next screen will display the RTD and PD/PI information in the top section. The bottom section, under "Upload Participating Faculty ", contains notes regarding how to perform a bulk upload. Click the Show More link for instructions on creating and formatting a tab-delimited file, as well as a link to download a tab-separated (TSV) text template file (.txt). Use these tools to create the upload file. (click to view the screen)

     

  2. Once the upload file has been prepared, use the browse link to select and upload the file.
  3. If there are any errors in the upload file, a message will appear above the filename with a link to details of the errors. These errors will need to be corrected before the upload will succeed. (click to view error message)

     

  4. If the upload is accepted, a confirmation message will display. The name of the upload file will display in the field above the Browse button. (click to view)

     

     Click the Proceed button. The values from the uploaded document will be updated in the appropriate Participating Faculty Detail tables as well. (Rank, Research Interest, Training Roles, Predocs in Training, Predocs Graduated, Predocs Continued in Research and Related Careers, Postdocs in Training, Postdocs Completed Training, and Postdocs Continued in Research and Related Careers)

  5. To validate that the table and the details updated correctly, click on the Participating Faculty link again in the left-side menu.

Upload Trainees

1. Select the Upload Participating Trainees link.
2. The Upload Participating Trainees screen will open.
   1. A link to download a tab-separated (TSV) text template file is displayed.
   2. Important Notes When Uploading Participating Trainee Data:
      1. The tab-delimited template format includes the following required columns: Commons User ID, Student Type, In-Training Indicator, Start Date, End Date, Research Topic, Faculty Commons User ID 1, Faculty Commons User ID 2.
      2. The Commons User ID, Trainee Type, and In-Training Indicator are required for each uploaded participating trainee. The other columns may be left blank, as appropriate.
      3. If the same Commons ID is provided for multiple entries in the upload file, an error will be reported.
      4. The trainee Type must be one of the following (without quotations): "POST-DOC", for Post-Doc, "PRE-DOC" for Pre-Doc, and "SHORT-TERM" for Short-Term.
      5. The In-Training Indicator must be one of the following (without quotes): "Y" for Yes or "N" for No.
      6. Valid date format for Start and End Dates is MM/YYYY.
      7. If it is provided, the Research Topic must be 200 Characters or less.
      8. Up to two faculty members may be provided for each trainee, and each must be identified by a valid Commons ID.
      9. Each trainee provided in the upload file will be used either (a) to add that person to the RTD's participating trainee list, or (b) to update information for the person (if already listed on the RTD as a participating trainee).
      10. If uploading date to update an existing participating trainee, all information on the input record will be used to replace data that is currently stored, with the exception of the trainee type which cannot be altered. For faculty member, this means that any faculty who may currently appear for the indicated trainee in xTRACT will be removed, and then replaced by the faculty who are listed for that trainee in the upload file.
      11. The data will be validated upon upload of the file and the results will be presented on the screen.
      12. If the upload fails for any reason (such as incorrect data or incorrect format), none of the records will be saved in xTRACT. Data will only be saved if all rows in the upload file pass validation.
   3. A browse link allows you to select an existing, correctly formatted file.
3. When Browse is used to select an existing file, the system will perform a validation to ensure that the file conforms to the correct format and that the data satisfies the conditions described in the guidelines.
   • A pop-up message will display if the format is not valid and that file will not be uploaded. Any data validation errors must be corrected before any changes are accepted and applied.
   • If there are no validation errors, the data will be applied and a success message will appear.