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Purpose

This work instruction describes the manual upload method of an PGP/GPG encrypted file through the web application Data Manager.

General concepts: 

• Only

  organisations that have

  organizations with an ION (

  listing organisations) will be able to upload, ION can be requested before you can list in WMDA Data Manager.
• User must login to the web application using MFA with a user specific email, no group email is allowed, and please follow WMDA MFA user guide here to set it up.
• 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 are available.

• International Organization Number) are eligible to upload data to WMDA's Data Manager. If your organization does not have an ION, you will need to request one before listing data.

• To access the Data Manager platform, users must log in using Multi-Factor Authentication (MFA) with a personal email address (group emails are not permitted). For instructions on setting up MFA, please refer to the WMDA MFA User Guide.

• The Data Manager platform is organized into "Workspaces," which are private areas designated for each organization. Within your Workspace, you can upload files and view processing reports. If your organization

  If your organisation

  submits data on behalf of other registries

  /CBBs then as an uploading organisation you will be able to see Workspace where you can upload files for affiliated members.

  or cord blood banks (CBBs), you will also have access to their Workspaces to upload files for them.

• When uploading XML files, please ensure they comply with the XML guidelines outlined in the Data Submission Information. JSON format will also be supported with the release of

  Uploaded XML files should follow the XML guidelines as described in the Data submission information.  JSON format will be supported from

  data schema version 2.4

  onwards

  ,

  guidelines to follow

  and guidelines will be provided accordingly.

File requirements:
Please check the detailed user guide of XML generation and requirements in

For detailed instructions on generating XML files and the specific requirements, please consult the Search & Match Service Data submission information.
Some key requirements are as belowpoints to remember include:

• Files must following adhere to the file naming rules as described conventions specified in the Search & Match Service Data submission information.
• Only files with the a .pgp and or .gpg extension will be accepted for upload.
• XML files should must be encrypted with using a  public key (How public key. Instructions on how to encrypt a file can be found [here)].
• XML files larger than 800MB is will be rejected. If your file reach exceeds this limitationlimit, please contact support team at support@wmda.info. 

Getting started

Data Manager Service URLs

We have 2 There are two environments for data submission environments :

• Sandbox: https://sandbox-datamanager.wmda.info : here organisations can upload their data - This environment is for testing purposes, allowing organizations to upload data and check their data its quality before moving to production.
• Production: https://datamanager.wmda.info : here data is uploaded to production for use in - This environment is for uploading data to be used in the Search & Match Service and Match-Connect.   Upload to production is Production uploads are only permitted after a quality assurance inspection by WMDA.

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Setting Up MFA for Data Manager Accesset

Setup MFA for the first time

Please follow steps below if If you have not setup set up MFA with any for other WMDA services like (such as Search & Match or SPEAR), please follow these steps:

1. After you get receiving permission to list data in WMDA Data Manager, please contact support team at at support@wmda.info to add you in our be added to the CRM system, mention clearly you want to get access for . Be sure to mention that you need access to the Data Manager web application.
2. After you are added in our system, normally after 30 minsOnce added to the system (typically within 30 minutes), you will get receive a Welcome email , follow steps inside to setup the with instructions for setting up MFA.
3. Contact us by sending an email to support@wmda.info if If you do not receive a "the Welcome " email with login instructions or if something goes wrong during setupor encounter any issues during setup, please contact support at support@wmda.info.

Troubleshooting MFA  

When you setup your MFA, or after your MFA is setup successfully, you may encounter issues use MFA properly. If that is the case, go to the WMDA MFA troubleshooting guide to check whether your issue can be fixed.

Manage and transfer MFA to new mobile device

After your MFA is correctly setup and you have already login to the system once, and you want to change to a new device, then you can do it easily by following steps below:

If you experience issues with MFA during or after setup, consult the WMDA MFA troubleshooting guide for solutions.

Managing and Transferring MFA to a New Mobile Device

If you need to transfer your MFA to a new device after setting it up, follow these steps:

1. Log in to the Data Manager service.
2. Click
3. Login your Data Manager service. Follow guide below to access the service.
4. Click on the dropdown arrow next to your name on in the top left sidecorner.
5. Select "Manage and transfer my Transfer My MFA.". (Figure 1)
6. Follow the detailed guide to manage your MFA methodYou will be direct to a page where you can manger your MFA method. Further follow the detail guide How to manager your MFA.

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Accessing the

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system

Once MFA is set up, you can access the system:

• To test your files,

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• go

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• to https://

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• sandbox-datamanager.wmda.info

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• .
• To access the production system,

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• go to https://datamanager.wmda.info

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• .

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At the login screen, click the "Login" button if you are a B2C user. B2B users should follow the specific user guide for login instructions. After logging in, you will be directed to

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your personalized Workspace, where you

...

can access your

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organization’s Workspace and

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folders

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.

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Home pages and workspace

Home Page and Workspace

Upon After logging in, you will get the screen based your access will depend on whether you have access to one ION or multiple IONs.:

• If you have access to only one ION,

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• you will be

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• redirected to your Workspace folders directly.

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• If you have access to multiple IONs, you will be directed to a list of IONs, where you can choose the appropriate Workspace.

If you have access to multiple IONs, then you will be redirected to a web page with the list of ION as show in Figure 5. You can click button Image Removed to go into workspace for each ION. And you can click on the tab "ION List" to be back to the ION list page. Statistic information for each ION will be added for user to monitor the activities in the future.

Workspace 

Workspace Folders

Workspace is the place where user Your Workspace contains several folders where you can upload, list, download, view the files and processing reports.

When you login for the first time, the Workspace will be empty  for each folder (Figure 6). You will see folders: Upload, processing, Processed, Rejected, Failed, Report Dqreport.

Upload folder

You will only see button "Upload file" Image Removed in the Upload folder. Please check the user guide below to see how to upload a file.

Processing folder

This folder contains the files are picked up for processing. 

Processed folder

This folder contains all the files are processed and accepted by the Data Manager Service.

Rejected folder

This folder contains all the files are processed and rejected on file level by the Data Manager Service.

Failed folder

This folder contains all the files are failed to be processed by the Data Manager Service.

Report folder

This folder has all of the processed report outcomes of the uploaded file. Once the processing pipeline picked-up the file, it will start with initial validations in a sequence. The sequence is: Decrypting the file > Unzipping the file (optional) > XML file structure validation > Data content validation > HLA validation. Only once all of these validations have been completed, the system will provide all the users have access to the folder an email notification and a report that indicates the outcome of the file processing will be generated. Processing messages are generated and stored in a .txt file in the Reports folder of the ION. All messages are collected in one file for each file you uploaded to the system. This is clearly indicated using the same file name with the date/time stamp so users can easily identify the file the report relates to.

Check more details of the message in the report in the page here. 

PLEASE NOTE: All files included the report will be deleted from the folder after 6 months of them being processed. 

Dqreport folder

TBA

Upload a file

If you want to upload a new PGP/GPG encrypted XML file into your Workspace to be processed, please follow the next steps:

1. Click on the Upload folder of your organisation/correct ION.
2. Within the Upload folder click on icon "Upload file" at right upper corner in the file list area. And a window to guide to upload a file will pop-up. (Figure 7). 
3. Option to select a file:
   1). Click on button "Pick file" and a browser window will open and you can select the file on your computer.
   2). You can also select a file by dragging  and dropping the file in the proper area.
4. After a file is selected,  then the selected file will be listed, and the "Upload" button will become available. (Figure 8)
5. Confirm the file selected is the correct file based on the name. 
6. Click on button Upload.
7. The file then uploaded and becomes visible in the file list area in the Upload folder. If the file is big, it may take some time to upload.

PLEASE NOTE: 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. (Figure 9)

After a file is uploaded completed to the Upload folder, then it can be picked up.  After the An alternative method to upload your file to your Workspace is by dragging your file from your desktop to the main middle pane of your Workspace

•  Once the upload of the file is completed, you receive a message.
• The file is now ready to be picked-up by the Search & Match Service for further processing. When the file is picked-up by the processing pipeline, a copy of the file is stored in your archives folder. All messages concerning the processing of your file can be found in the Reports folder. The copy of the file and the file with messages have a filename related to the name of the original file in combination with the upload time and user

view, and manage your files:

• Upload Folder: Where you can upload new files.
• Processing Folder: Contains files that are being processed.
• Processed Folder: Contains files that have been successfully processed.
• Rejected Folder: Contains files that were rejected during processing.
• Failed Folder: Contains files that failed to process.
• Report Folder: Stores reports generated after processing. These reports include the outcome of the file validation and processing steps. Reports are retained for six months.

Uploading a File

To upload an encrypted XML file to your Workspace:

1. Click on the "Upload" folder in your Workspace.
2. Click the "Upload file" icon in the upper right corner.
3. Select a file by either clicking "Pick file" or dragging and dropping it into the designated area.
4. Once the file is selected, click "Upload" to begin the process.

Note: Only encrypted files (.pgp or .gpg) are allowed. Non-encrypted files will trigger an upload error. The time to upload your file to the system depends on the file size and your internet upload speed.

Once uploaded, the file will be picked up by the processing pipeline for further processingPLEASE NOTE: The time to upload your file to the system depends on the file size and your internet upload speed.

Update existing uploaded files 

After uploading your file, you can still delete the file if it hasn't picked-up by the processing pipeline. Once the file is picked-up, you cannot delete the file anymore or cancel the processing. The system will check for new files every 10 minutes. Therefore, the time that you have left to delete the file can vary.

1. Within your Workspace go to the Upload folder, go to the file you wish to update/delete and click on the 'Delete' button at the end of the file (Figure 10). 
2. The system will warn you to ensure if you really want to delete this file (Figure 11).
3. If you click OK, the file is deleted and will no longer be processed.

Updating Existing Uploaded Files 

If you need to delete a file after uploading but before it is processed:

1. Go to the "Upload" folder and locate the file.
2. Click the "Delete" button next to the file.
3. Confirm the deletion when prompted.

Note: Once a file is picked up for processing, it can no longer be deleted. The system will check for new files every 10 minutesPLEASE NOTE: Once the file has been added to the processing pipeline service the file will then be moved to the Processing folder. As a user you only have read access to all other folders except Upload folder.

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Downloading a

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File

To When you want to download a file . Then go to that file, and click on download button (will update the image to give the correct info). Then the file will be in the download list in your browser and the download process will start.For example, for chrome, it will be tracked at the top right corner with the download icon Image Removed (Figure 12). And you can check the status of the download. from your Workspace:

1. Locate the file and click the download button.
2. The file will appear in your browser's download list.

Logout from the service

Logging Out

To log out:

1. Click the To close and exit the service properly, click on the dropdown arrow next to your name on in the top left side (Figure 11). This should give you a drop-down menu with 'Logout' option.
2. Click on Image Removed and you will get a pop-up window to pick an account to logout (Figure 13). If you have multiple accounts listed here, please select the correct one.
3. And after that you will see a notification window to mention to wait to sign you out.
4. If you sign out successfully, you will be redirect to the login page. (Figure 2 )
5. corner.
6. Select "Logout" from the menu.
7. Choose the account you wish to log out of and confirm.

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