Import Instructions

These instructions are for transposing participants’ data collected from an online survey (i.e., SurveyMonkey, Qualtrics) to Revolution Database Excel Import Template. Read the instructions carefully. Be sure to input the participant information in the specified:

• Column order
• Input format

Overview

Depending on criteria used for the survey, different studies will collect different information (different columns will be filled in). In order for 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.

• The following cells are required:
  • Family Address
  • Family Phone Number
  • “Self”
  • Biological Relationship
  • First/Last Name
  • Date of Birth
  • “Self” Contact Number

Import Template

ENABLE THE IMPORT TEMPLATE:

1. Download ‘Import Data Template’ from the import page
2. Click ‘Enable Editing’
   
   

OVERALL STRUCTURE OF THE TEMPLATE:

• Each row contains 1 unique Family and each family has space for 3 different participants information i.e., parent and child. (Note: some columns are hidden in the figure below to fit into the page).
  
  
  
  

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

• Dropdown Field: Dropdown fields must have the exact text as the dropdown field options. Choose the right options from the dropdown field in Import Template
  • IF the header is highlighted in yellow in Import Template, it is a Dropdown Field shown in figures below
    
    
    
    
  • You will see the arrow when you click the cell if the column has dropdown menu
    
    
    

GENERAL COPY AND PASTE INSTRUCTION:

*THIS IS HOW TO PASTE VALUES ONLY INTO A CELL

• [From a Survey File] Select and Highlight field(s)
• [From a Survey File] Right Click  on highlighted area and Select Copy (or press “Ctrl + C”)
• [In the Import File] Right Click specific cell and Select Values (V) under ‘Paste Options’ to paste
• This way, only values will be copied without formatting
  
  

INPUTTING INFORMATION and FORMAT

Input directions will be displayed for each field. Please follow this direction in order to import the survey file into the Revolution database successfully. 

Family Information:  Contact information that pertains to all individuals in the FAMILY

• Family Address Information (Column A to F)
  • [Copying From a Survey File] Right click on cell A4 and Select Values (V) under ‘Paste Options’ to paste
• Family Phone (Column G & H)
  • [Copying From a Survey File] Right click on cell A4 and Select Values (V) under ‘Paste Options’ to paste
• Family Email (Column I)
  • [Copying From a Survey File] Right Click on cell I4 and Select Values (V) under ‘Paste Options’ to paste

Household Status (Column J and DE)

• 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)

Biological Relation (Column K and DF)

• 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”

First Name, Middle Name, Last Name, and Suffix (Column L to N and DG to DI)

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

Sex (Column P to Q and DK to DL)

• 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

Pregnancy (Column R and DM)

• 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

Pregnancy Start/End Dates & Date of Birth (Column R to U)

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

Race (Column V to AC and DR to DX)

• 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

Ethnicity (Column AD and DY)

• 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

Marital Status (Column AE and DZ)

• 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

Highest Education & Highest Grade (Column AF and EA)

• 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.)

Public Assistance (Column AH and EC)

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

Health Conditions (Column AI to AO and ED to EJ): Please select ALL applicable conditions

• If a health condition is present, select the condition in the correct column.

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

Health Conditions Explained, Medications, & Dietary Restrictions (Column AP to AX and EK to ES)

• 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.

Height, Weight (Column AY-AZ and ET-EU) & Measurement Date/Type (Column BA-BB and EV-EW)

• 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

Individual’s Preferred Contact Method (Column BC, BE, BG, BI, EX, EZ, FB, FD)

• 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

Mobile Carrier (Column BK and BL and FF to FG)

• 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).

Individual Address/Contact information (Column AI to AO and ED to EJ)

• 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

Preferred Contact Method (Column BT to CH and FO to GD)

• 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)

Preferred Contact Time (Column CJ to CN, CP to CS and GE to GI, GK to GN)

• 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)

Study Name (Column CU and GP)

• 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)

Study Status Date

• 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.

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

**Repeat steps if there is a child enrolled in the study with an adult:

You must keep all columns even if they are not relevant and make sure the important cells are not empty!!

FINAL STEPS

Before uploading import file:

1. Click the Big Green “Validate Button”

1. You will then get a prompt explaining mistakes with the excel file.

1. PLEASE correct those errors. The rows that pass the test will be highlighted GREEN. The rows that need review will be a RED The specific errors will be boxed in a GRAY box.

1. Once you fix the errors, YOU MUST VALIDATE AGAIN! If errors still exist you will receive a message stating those errors.
2. If there are no errors or they have been corrected then you may save the file.

You will not be able to save the file if the errors are present. The file has been codded to erase when you save and close the file on these conditions:

1. If the validate button is not clicked.
2. If the errors have not been fixed.

1. ‘Save As’ import file in 2 different formats at your desired location:
   • .xlsm – same as ‘Excel Macro-Enabled Workbook’
   • .txt – same as Text ‘Tab delimited’
2. Name files with: “StudyName”_ “Date” (i.e., Fun Study_09-26-17)
3. Upload .txt file only on Import page on Revolution Site