Batch Upload Tips
Check Securities. Is this an action you can take in ETO? Do you have proper securities to allow you to record/edit/update TouchPoint or Participants?
Start Fresh. Download a fresh template for Batch Uploads. Copy and Paste data without formatting,
Double Check Data. Complete all required fields, duplicate check information, make sure dates are accurate, double check data
Test. Upload 1-2 rows of test data to ensure a proper upload
Upload. We do not recommend uploading over 600 rows at once. Larger files may take longer to process.
TouchPoint Batch Uploads can utilize Participant Site ID (PSID) or Participant Duplicate Check Settings to match properly to Participants in the system. If you are choosing to NOT use PSID or Duplicate Check fields, remove those columns from the upload.
Inserting new responses requires Response Date, Response ID, Program Name, Site Name, Insert or Update, and all required fields in the TouchPoint. Response ID column will be blank, but must be in the file.
Updating responses requires Response Date, Response ID, Program Name, Site Name, Insert or Update, and all required fields in the TouchPoint. It is easiest to pull a TouchPoint Flat file, edit the export to meet the BU template, and then upload the responses again with minor changes to complete "Updates".
Blank cells - Blank cells are treated as a response to a question. If a cell is blank for the question, it will NULL any answer that was previously in this response. This allows Users to delete all the answers for a given question at once. Required questions cannot be left blank.
Deleting Columns - If Users are attempting to update only a couple of questions in a TouchPoint, deleting columns may be a perfect time saver. Deleting a column serves as a "SKIP" functionality. The Batch Upload will skip those questions and leave them untouched (as opposed to the blank cell option).
Required fields including Participant Site ID or Duplicate Check Demographics, Response Date, Response ID, Update or Insert, Required TouchPoint questions cannot be left blank / cannot be deleted columns.
Cross Reference Fields cannot be updated using Batch Upload
Step by Step Guide
Step 1: On the Navigation Bar, click on "Site Administration". Then select "Batch Upload".
Step 2: Under the "Generate Template" heading, select "TouchPoint Responses" from the drop-down menu and then click the "Generate Template" button.
Step 3: You will be asked to fill out the following selections. Click the "Generate Template" button once all selections are made.
Select the TouchPoint you would like to record responses for from the drop-down menu. NOTE: Only TouchPoints that have Add Responses and Edit Own Responses security turned on for Enterprise and/or Site Managers will show in the drop-down menu.
Select the Upload Behavior.
Upload each record as a separate response is used for individual responses
Upload all records as the same response set is used to update multiple subject level responses
Upload for a Collection is used for updating a collection response
If Collection is selected as the upload behavior, a final drop-down menu will appear where you will select the Collection Type.
Step 4: Enter your information into the spreadsheet and then hit save.
Some Notes On the TouchPoint Responses Batch Upload Template
Participant Site ID OR all duplicate check fields are required. If you are not including duplicate check columns or Participant side ID, delete the columns all together. It is recommended to use both Participant Site ID and Duplicate Check columns for all uploads.
Site Name is required
Program Name is recommended (the Program where the data will be uploaded - if this is not included the data will be attached to the Program where the upload is completed)
Response Date is required
Update or Insert – To insert a new TouchPoint response, use "I" in the Update or Insert column. To update an existing TouchPoint response, use "U" in the Update or Insert column. The Response ID is required in order to complete this action. To find the Response ID, a report must be built in ETO Results. The Response ID is located in the TouchPoint folder.
Response ID – if updating previously recorded TouchPoint responses
Any TouchPoint questions marked as required in ETO
Non Exclusive Choice Questions (Lists where you can select multiple answers) should be uploaded with semicolons between answers. For example if the question is "What did you eat for lunch?_001" the Answer might be "Eggs;Bacon;Grits;OJ".
Signature Elements cannot be batch uploaded
File Name Requirements:
Do not use periods or apostrophes in the name of your file. For example: "Program.Upload.July.xls" will not work, spaces ( ) underscores (_) or dashes (-) are acceptable.
File names must be 27 characters or less.
Step 5: Under the "Upload File" heading, select "TouchPoint Responses" from the drop-down menu. Then click the "Select file" button.
Step 6: Find the file you wish to upload from your computer and click the Open button. Once it is ready, it will display "Done" with a green check mark. Click the "Begin Upload" button.
It is important that the data to be uploaded is in the first worksheet. Only the data in the first worksheet will be uploaded. For example, if there are 3 worksheets, the one farthest to the left is considered to be the first worksheet. Only the data on this worksheet will be uploaded.
Step 7: You will be asked to fill out the following information:
a. Select the TouchPoint you would like to record responses for from the drop-down menu.
b. Select the Upload Behavior.
c. If Collection is selected as the upload behavior, a final drop-down menu will appear where you will Select a Collection Type.
d. If Collection is selected as the upload behavior, choose how the data should behave when uploaded (Collection Upload Behavior).
Step 8: Make sure the field names in the file correspond with the correct ETO field names. If there are fields that are not matched correctly, select the correct match from the ETO software Field Names drop-down menu. When finished, click the Continue button.
Step 9: If any answers in your file do not match with the available choices in your TouchPoint in ETO, you will be taken to the Data Mismatch screen where you can select the correct choice from the list of possible choices.
Each question with a mismatch will be listed, with the "Value Uploaded" from the file, the number of "Records Affected" and the "Possible Choices". Select the correct choice from the list or select Do Not Upload from the list if you do not have a matching choice. Click the "Continue" button when finished making corrections.
Step 10: Click the "Finish" button on the confirmation screen.
Errors: If there is an error in your spreadsheet, the upload will not be successful. From the "Complete" tab, you can see the number of lines that were not inserted.
If you click on the File Name, you will see a log of the details for the failure.
Success: If your file is successfully uploaded, you will see the information under the Complete tab at the bottom of the Batch Upload page. The upload type will be "TouchPoint_Responses".
If you click on the File Name, you will see the log details for the upload.