Page History

ABOUT THE IMPORT PAGE

• These instructions are for integrating participants' data collected from a Survey (i.e., SurveyMonkey, Qualtrics) to Revolution Database Excel Import Template.
• Depending on criteria used for the survey, different studies will collect different information (different columns will be filled in)
• In order to have a successful import, you must make sure the order of the columns of information and the information in the cells are in a specific format
• Missing cell values are OK as long as the important cells are filled out
  • Family Address
  • Family Phone Number
  • "Self"
  • Biological Relationship
  • First/Last Name
  • Date of Birth
  • "Self" Contact Number

Table of Contents 

1. Enabling Import File
2. Overall Structure of the template
3. General Copy and Paste Instruction (Copying only values)
4. Inputting Information and Formating
   1. Family Information
      1. Address, Address 2, Town or City, Postal Code, and Country
      2. Family Phone
      3. Family Email
   2. Individual Information
      1. Dropdown Field
         • Household Status
         • Biological Relation
         • Sex
         • Pregnancy
         • Marital Status
         • Highest Education
         • Mobile Carrier
         • Public Assistance
         • Ethnicity
      2. Multiple Selection Fields
         • Race
         • Preferred Contact Method
         • Preferred Contact Time
         • Health Conditions
      3. Text Fields
         • Study Name
         • First Name, Middle Name, Last Name, Suffix, and Other Text Fields
         • Health Condition Text Fields, Medications and Dietary Restrictions
      4. Numeric Fields
         • Phone
         • Height, Weight and other numeric fields
      5. Dates: format of YYYY-MM-DD
         • Date of Birth, Measurement Date, Status Date, and other date fields
5. Final Steps (Importing a survey file to database steps)

...

• Column A to I for Family Information
• Participant #1: Column J to DDDC
• Participant #2: Column DE to GYParticipant #3: Column GZ to KTDD to GW
• Row 4 contains helpful tips that are required to fill into each column
• Dropdown fields will have fill in values from dropdown menu

...

• Self is the head of the household
• Spouse the person married to Self
• Child would be the children of the Self
• Adult would mean anyone that is part of the household 18 years or older (the status of all other household members are conveying the relation to the Self individual)

• Yes for other household members if they are biologically related to the Self individual
• No if they are not
• Not Available if no information was provided or for "Self"

• [Copying From a Survey File] Right Click specific cell and Select Values (V) under 'Paste Options' to paste
• Choose "Suffix" from the dropdown menu

• Male or Female from the dropdown menu or other then specify in Other Sex (Column Q) field
• If data states boy, select Male and if girl, select Female – remember, only options from the dropdown list will be accepted in the import
• If Other is selected you must fill in "Other Sex" Column

• Not Available if a pregnancy is not indicated
• Not Pregnant if indicated that the woman is not pregnant
• Currently Pregnant if indicated that the woman is pregnant
  • Start/End Dates are required
• Planning Pregnancy if information is indicated that the individual is trying to get pregnant
  • Start/End Dates are required

• Must be in date format, YYYY-MM-DD
• The Excel sheet will correct to the right format if its incorrectly formatted

• Choose the race of the subject from the dropdown menu options in the exact column indicated. For example, if someone indicated Asian, go to column "X" and pick "Asian" in that individual's corresponding cell
• If someone is more than one race, indicate all the races corresponding to their race column
• If "Other" is chosen then "Other Race" must be filled in

• Select items ONLY from the dropdown menu options – use your best judgement if the dropdown options are not exact with the values in the survey file or if you are not sure or there's no information then leave cell empty

• Single if individual was never married
• Living with a partner if someone is in the household other than the child's biological parent
• Married if both parents are in the same household
• Separated if the individual is still married but does not live with their spouse
• Divorced if the two spouses are no longer living together or married
• Widowed if the spouse passed away

• High School if someone indicated the completion of a GED
• Some college/Vocational School if an individual has completed some college (higher education than high school) or a trade school
• Associates if an individual indicated the completion of a B.A., B.S., BFA, or BAS
• Masters if an individual indicated the completion of a M.A., M.S., MBA, or MFA
• Doctorate if an individual indicated the completion of a Ph.D.
• Professional if an individual indicated the completion of a J.D., M.D., or DDS

Highest Grade (Column AG and EB)

• Years of education completed. (Ex. Associates would be 12 years of high school plus 2 college years. Therefore, it would be 14 years.)

• Not Available if public assistance is not indicated.
• Yes if someone is on Public Assistance
• No if the individual does not need one.

...

For example, if a physical health conditions, choose "Physical" from the drop down field.

• Please provide an explanation of those chosen health conditions in the appropriate columns
• Please remember that only time an explanation is needed is if a condition is selected.
• Choose & explain the health conditions in right columns.
• Write out medications, and dietary restrictions in right columns.

• Only numbers will be accepted
• Choose when the measurements were taken. If the participant only knew the month, choose the first of that month.
• Type: Indicate where/who provided those measurements. This helps to validate future use of the data

• Only numbers will be accepted – a phone number with an area code, no symbols
• Must be a 10 digit number
• Provide a personal email if the individual has one that is different from the family email

• Select the right options from the drop down menu.
• If the selection is other, please specify it by entering the information in the column labeled Other Mobile Carrier (Column BL and FG).

• IMPORTANT NOTE: Do not paste family address/contact information
• The Self information for Phone Number and Email and Address will be listed in both the Family Information and the Individual Participant Information unless they have information that differs

• Choose ONLY from the dropdown menu options. If they have more than one preferred method of contact, indicate all
• If a preference for call or text is not specified for either Family, Home, Mobile, or Work, the default options is "Call"
• If an individual only lists Home and Mobile as preferred contact methods, either choose Call Home in column BP, or choose Call Mobile in column BR.
• If the selection is Other, please specify it by entering the information in the column labeled "Other Contact Method" (Column CI)

• Indicate the preferred contact time of the individual by choosing the right options from dropdown menu in the appropriate column
• For example, if the individual prefers Evening, choose Evening
• If the selection is Other, please specify it by entering the information in the column labeled "Other Contact Time" (column CO)

• Copy/Paste or Enter the Study Name of which the study file came from
• (It should be the same as the one created in Studies page on Revolution database)

...

• Must be in date format, YYYY-MM-DD
• The Excel sheet will correct to the right format if its incorrectly formatted

Study Status (Column CV and GQ), Recruitment Method (Column CY to CZ and GT to GU), Recruitment Method Cost (Column DB and GW), Future Contact (Column DC and GX), and other dropdown fields.

...