The Subject Database import allows you to safely load or re-load subject data into Datacapt in two main scenarios:
Initial import, when the subject database is still empty. This must be done by the Datacapt team only ⚠️
Re-import after a form update, when you need to modify the Subject Database form structure without losing existing data or import a few new participants.
Because imports directly impact live study data, they must be handled with care.
Before you start
⚠️ Important recommendation
Before deleting questions, modifying the Subject Database form, or running any import, we strongly recommend contacting your Customer Success Manager (CSM).
Data imports always carry a risk of data loss or inconsistency if the file or form configuration is not aligned. Your CSM can review your approach and advise on the safest workflow for your specific use case.
Step 1 - Finalize your Subject Database form
Before exporting or importing any data:
Make sure your Subject Database form is fully configured
If you need to add new questions, do so now
Do not delete questions that already contain collected data, unless explicitly validated with your CSM
Once the import starts, Datacapt will rely entirely on the current form structure.
Step 2 - Export existing subject data
Exporting data serves two purposes:
It creates a backup of your current data
It provides the exact file structure required for a successful re-import
From the Subject Database:
Export the data
Review the column names and formats carefully
These will define the format your import file must follow
Step 3 - Prepare your import file
You must use the exact same format as the export. Meaning the first 2 lines (not only the first one) must be there. Data from participants starts in line 3.
Mandatory column
Subject ID is the only mandatory column.
All other columns can be:Kept
Removed
Left empty
For clarity, we recommend keeping only the columns where data needs to be created or updated.
💡Tip: If you are importing new participants, we advise you to keep at least the center name, name of the participants and their email.
Formatting rules to follow strictly
Column names
Must be identical to Datacapt (including case, spacing, and wording)
Date format
YYYY-MM-DDStored as text, not as a date format
Multiple-choice questions
Multiple values must be separated using the vertical bar, no space in between:
Option A|Option B|Option C
Answer values
Must match exactly the available options in the form
Be especially careful with spaces and capitalization
Emails
Must be unique across subjects
Telephone numbers
Must include the international prefix
Example:+33XXXXXXXXX(or another national code)
Calculated fields (e.g. Age)
Do not populate calculated question columns
Leave them empty or remove the column
Datacapt will automatically recalculate them based on the Date of Birth after import
Step 4 – Validate and import progressively
Before importing the full file:
Carefully review your XLSX file
If in doubt, ask your CSM for a quick review
Import progressively:
First import one single line
Then import a few lines
Finally import the full file
This approach allows you to quickly detect formatting or mapping issues without impacting all subjects.
Step 5 – Recalculate conditions and computed fields
After the import is completed:
Export all Subject Database data once
This triggers:
Recalculation of computed fields
Re-evaluation of conditional logic within the form
This ensures the Subject Database is fully consistent with the updated form configuration.
Need help?
If you are unsure at any step or if your use case is complex (form restructuring, live study, large dataset), please contact your Customer Success Manager before proceeding.
We are here to help you secure your data and ensure a smooth import process.