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This work instruction is subject to change because WMDA is developing and improving the infrastructure.

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Introduction

There are two ways to upload data for listing in the Search & Match Service:

• manual upload (described below) and
• automatic upload where a connection is established between computer system, so called REST API. The manual for the automatic upload can be found here.
  
  

If the data are received they are processed and available for search coordinators and transplant physicians who use the Search & Match Service for search.

This is a technical work instruction, feel free to contact us if you need any support or if you do not understand the work instruction. Our e-mail address is: support@bmdwsupport@wmda.org.info

Definitions

Purpose

This work instruction describes the manual upload method of an PgP/GpG encrypted XML file through the new submission platform. As part of continuous effort to streamline and enhance functionality for our registry users, WMDA have been developing the new data submission services in line with the file format transition from .Dot20 to XML. The automatic upload method via a REST API [1] will become available later as well as the corresponding manual.

General concepts:

General concepts:

• Only organisations that have an ION (listing organisations) will be able to upload
• Only organisations that have an ION (listing organisations) will be able to upload
• The usernames are your email address that you have requested to be added in our database as Data Uploaders
• Every organisation that is listing only donors or only cord blood units is allowed to have two dedicated accounts. If an organisation is listing both donors and cord blood units, they are allowed to have a maximum of four accounts. Multiple accounts of one organisation share one Workspace, but every user has its own login details.
• The platform is organised in so called 'Workspaces'. This Workspace is a private space for each organisation where files can be uploaded and processing reports become available.
• If your organisation submits data on behalf of other registries then as an uploading organisation you will only see one Workspace where you can upload files for other registry(ies) that you are affiliated with.
• Uploaded files should follow the XML guidelines as described in the Data submission information.
  
  

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• Files should following the file naming rules as described in the Search & Match Service (formerly BMDW) Data submission information
• XML files larger than 200Mb should be compressed using ZIP (How to compress your file with ZIP can be found here)
• Only files with the .pgp and .gpg extension will be accepted for upload.
• XML files should be encrypted with a public key (How to encrypt a file can be found here)

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Getting started

Accessing the data submission platform

We have 2 variants of the data submission platform :

• staging-dataupload.wmda.info : here organisations can upload their data for testing purposes and check their dataquality, before moving to
• dataupload.wmda.info : here production data is uploaded, which is permitted only after QA inspection by WMDA.

You can access the data submission platform through the web. You can access the web address (or URL) by entering the address: https://staging-dataupload.wmda.info/.

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1. As a new user, you should have received a welcome email that includes a link to the data upload service and instructions to set your password. 
2. Click on the link and then on the 'Forgot your password?' link.
3. Fill out your email address and click on OK. You will now receive an email with a link to reset your password. 
4. Click on the link, choose your own password, confirm this password and click on the OK button.  
5. Go to https://staging-dataupload.wmda.info/ to login (Figure 1) If you just have set your password, the system should return you automatically to the login page. 
6. Within the login page you can optionally change your language by clicking on the flag just besides 'Enter login/password': 
7. You can also save a bookmark in your browser, e.g. for the data upload service, so that you are immediately directed to the login page rather than having to enter the URL.
8. Enter your email address and your password.
9. The system defaults to your personalized Workspace, where you will find your organisation Workspace and all other folders like notification and archived folder.
   
   

Change password or forgot password

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Tip: If you haven’t changed your password for a long time, we recommend that you do so to ensure that your profile is secure. We recommend that you change your password every 6 months.

If you attempt to login more than 3 times with incorrect credentials the system for security reasons will ask you to enter a code that appears in an image as shown in Figure 3b. 

Logging off from the service

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PLEASE NOTE: Do not simply close your browser; otherwise your unsaved data may be lost.

Home

After logging in, you get the screen as shown in Figure 5. On your home page, you can perform the following functions:

• Your name: On the top left corner. This is the name of the user that logged into the system
• Notification indicator: This is the bell that will highlight if you have any new notifications around the status of your uploaded file
• Setting button : This is the menu for functions like - Logout and Updating account details
• Search box: Useful when trying to find files, for example using a specific date
• My Workspace: Your own Workspace named with the ION of your organisation. In conjunction with your Workspace you also see two separate folders called Archives and Reports. For further details on the purpose of these folders please see section around Archive/Reports. 
• Recent history of submissions in the middle main pane

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When you login for the first time, the Workspace will be empty (Figure 6).

Once you have used your Workspace to upload file(s), a new block will appear with your latest "Workspace activity" on the right hand menu. This menu shows the processes that your files have been through and also at what stage of the processing procedure the file is.

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PLEASE NOTE: The time to upload your file to the system depends on the file size and your internet upload speed.

You are only allowed to upload files that are encrypted. If you try and upload files that are non PgP/GpG encrypted the system will give you an upload error as shown in figure 8b.

Manage/Update existing uploaded files 

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1. Within your Workspace select the file you wish to update/delete and click on the 'Delete' button/tab if you wish to delete file. You can also delete the file by clicking on the file with your right mouse button and select 'Delete' from the drop-down menu.
2. The system will warn you to ensure if you really want to delete this file (Figure 9).
3. If you click OK the file is deleted and will no longer be processed.
   
   

PLEASE NOTE: Once the file has been added to the processing pipeline service the file will then move to the Archive folder. As a user you only have read/write access to your Workspace.

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