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Overview

The Spreadsheet Import Module allows users allows users to import data via XLS files. It is related to a request submitted by Evan Waters (PIH Implementer in Malawi).

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Release Notes

Version 0.2

  • Fixed not-null property references a null or transient value: org.openmrs.module.spreadsheetimport.SpreadsheetImportTemplateColumnColumn.columnImportFirst error after trying to create a template in some cases

Version 0.1

  • Initial release

Instructions

Overview

Spreadsheets are imported based on "Spreadsheet Import Templates." These templates specify the columns and prespecified values that are present in the given spreadsheet.

Columns are the actual data elements from the spreadsheet (database columns) that are imported into the OpenMRS database.

Prespecified values can be illustrated with a simple example. Let us assume that one of the columns in a spreadsheet is an Obs Value Numeric - an observed numeric value. According to the design of the OpenMRS database, in order to create a new row in the obs table, two columns which are linked to other tables must be specified. Specifically, a person for whom this is an observation, and a concept describing the exact type of observation, must be specified.

Note that if another column, like "Person: Birthdate," is present in the template, the spreadsheetimport module will not require the specification of a person to create an observation. Rather, it will link the observation to the person created with the corresponding birthdate. If you also have a, for example, "Person Name: Given Name" column, the given name created will also reference the correct person.

Important Caveat: Currently, a patient is only created if any field references the patient table. For example, your spreadsheet template would need to contain a column that corresponds to the "Patient Identifier: Identifier" data in order to properly create a patient. Note that a person will be created if created tables reference the person table, such as a column that corresponds to "Person Name: Given Name." However, a patient will not be created. This is completely valid according to the OpenMRS data model. However, it is somewhat difficult to find this person using the OpenMRS user interface.

Step by Step Instructions

Before following any of the below steps, please:

  • Log in as the admin user
  • Click on the Administration link in the navigation bar at the top of the home page
  • Under the Spreadsheet Import Module heading, click on Spreadsheet Import Template List

Create a new spreadsheet import template:

  • Click on New under Spreadsheet Import Template List
  • Follow the steps under "Edit a spreadsheet import template" below

Select a spreadsheet import template to edit:

  • Click on the name of the template you would like to edit inside the Spreadsheet Import Template List
  • Follow the steps under "Edit a spreadsheet import template" below

Edit a spreadsheet import template:

  • Fill in the name and description of the template
  • For each column you would like to add:
    • Click "Add Column"
    • Fill in the column "Name." This should match the name in the header (first) row of your Excel spreadsheet.
    • Select the location in the OpenMRS database where the data from this column in the spreadsheet should be placed. The available options are in the "Data" dropdown, listed as "Table Name: Column Name" according to the OpenMRS data model.
    • If you would like the spreadsheetimport module to check for exact duplicates of this column and refuse to add the specified column if the value already exists, select "Disallow Duplicate Value."
    • "Dataset Index." This field can be clarified by a simple example. Let us assume that you would like to import a list of patients with several observed values. Each observed value corresponds to a different concept. In order to specify to the spreadsheetimport module that each observed value should correspond to a separate row in the observed value table, one must specify separate dataset indices. In other words, specify the dataset index "?1" for the first observed value, "2" for the second observed value, etc.
    • "Delete." If you would like to delete this column from the template, check this box. Note: in order for the column to actually be deleted, you must click the "Delete Selected Columns" button.
  • Once you are satisfied with the spreadsheet import template columns, click the "Next Step" button.
  • Here, you will have the possibility of entering "Pre-specified values." For a description of these, please see the Overview subsection of the Instructions above. If you do not see this section, then no pre-specified values need to be entered. For each pre-specified value:
    • "Table" specifies the table to which this pre-specified value corresponds (e.g., Concept).
    • "Value" allows you to select all possible values from a drop-down list. Please select one.
    • "Linked Columns" specifies the columns which require this pre-specified value. For example, if you specified an "Obs: Obs Value Numeric" column, the pre-specified value for the "Concept" table will display this "Obs: Obs Value Numeric" column as a "Linked Column." Specifically, you will see both the column name (as specified in the first row of the Excel spreadsheet being imported) and the "Data" in the OpenMRS data model to which this value will be written.
  • Once you are finished selecting all values for the pre-specified values, click "Save."

Import an Excel spreadsheet based on a spreadsheet template:

  • In the Spreadsheet Import Template List, select the Import link next to the name of the Spreadsheet Import Template you would like to use.
  • Click the Browse... button next to Spreadsheet to to upload: to select the Excel file you would like to upload. This file should be formatted in such a way that the first row consists of column names that exactly match those you entered in the Name field of the corresponding spreadsheet template.
  • Next to Sheet:, enter the name of the sheet that contains the data within the spreadsheet, or leave at the default "Sheet1."
  • "Rollback transaction." Only check this field if you would like to test reading the spreadsheet, and do not want the data actually imported.
  • Click Upload to begin the import process.

References

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