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Introduction

The service is called  Data Manager, previously known as Data Upload before, and is changed to Data Manager at beginning of 2024. The reason for changing name of this service is because extra feature related to data will be added gradually to this service, and Data Upload can not interpret it well.

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

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, is WMDA's enhanced platform designed for efficient and secure data management within the global donor registry network. Renamed in early 2024, the platform's name change reflects its expanded functionality beyond simple data uploads, accommodating a growing range of data-related features.

Data Manager supports both manual and automatic data uploads, allowing registries to list donor information in the Search & Match Service. Manual uploads involve uploading encrypted XML files, while automatic uploads utilize a REST API for seamless integration between systems. Though XML is currently the primary format, support for JSON files is forthcoming, with notifications to be provided when this becomes available.

Once data is uploaded and processed, it becomes accessible to search coordinators and transplant physicians through the Search & Match Service, and is also integrated into the Match-Connect service. For those using the API, technical support is readily available to ensure smooth operation and understanding.

Data Manager is designed to meet the evolving needs of donor registries, offering robust and real-time data processing capabilities that ensure accurate and up-to-date information is always available. For more information and support, you can contact us directly by emailing 

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Data mentioned here is actually the encrypted files which can be files in XML or JSON format. Currently, only file in XML format is supported, when JSON format is supported, WMDA will send out a notification.

If the data is received, it will be processed,  and accepted data will be available for Search & Match. Search coordinators and transplant physicians who use the Search & Match Service will be able to search in these data. The data will also be used for Match-Connect service.

For the API usage, it is a technical work instruction, feel free to contact us if you need any support or if you do not understand the work instruction clearly. Our e-mail address is: support@wmda.info

Definitions

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 DataManager Service.
• User must login the web application using MFA with specific email, no group email is allowed anymore, 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 become 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 other registry(ies) that you are affiliated with.

  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, and JSON format in the page  TBC. JSON format will be supported from

  data schema version 2.4, and guidelines will be provided accordingly.

File requirements:
Please check the detail 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 platform :

• sandboxSandbox: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 dataquality, its quality before moving to production.
• productionProduction:https://datamanager.wmda.info : here production data is uploaded, which is permitted only after QA - This environment is for uploading data to be used in the Search & Match Service and Match-Connect. Production uploads are only permitted after a quality assurance inspection by WMDA.

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Setting Up MFA

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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 service, please contact support team at support@wmda.info to add you in our CRM system, mention it clearly you want to get access for to be added to the CRM system. Be sure to mention that you need access to the Data Manager web application, and provide the personal based email which can be used to setup MFA.
2. After you are added in our system, normally after 30 minsOnce added to WMDA system (typically within 30 minutes), you will get receive a Welcome email , follow steps inside to setup the MFA. For your convenience, we also added the steps below:
   
   1. Click on the following link: WMDA Service password reset
   2. Confirm your e-mail address and set your password
   3. When you are done with setting up your password go to: https://portal.wmda.info/
   4. Click on “Partner Sign in” in top right corner
   5. Enter your email address as username
   6. Enter the password you set up earlier
   7. Click “sign in”
   8. Follow the steps to add this account to your authentication app on your mobile device
   9. Once complete, confirm that your MFA credentials allows you access to https://datamanager.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

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

1. with instructions for setting up MFA. The Welcome email will give clear information you are a B2C user or B2B user. 
2. If you do not receive the Welcome email or encounter any issues during setup, please contact support at support@wmda.info.

Troubleshooting MFA  

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 to upload 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

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to your personalized Workspace, where you

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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

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Page and

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Workspace

After Upon 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 4. 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.

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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 5). 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 5). 
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 7)
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 8)

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

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

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 processing.

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 9). 
2. The system will warn you to ensure if you really want to delete this file (Figure 10).
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.

Logout from the service

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Downloading a File

To download a file from your Workspace:

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

Logging Out

To log out:

1. Click the dropdown arrow next to your name

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1. in the top left

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1. corner.
2. Select "Logout" from the menu.
3. Choose the account you wish to log out of and confirm.

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Processing report messages

Below are the list of messages that users can expect and the reasons for these messages

Whilst the uploaded files are being processed users should be reported for the following stages

• Uploaded file successfully - This is a message that users get as part of the standard file upload successfully. Please see section upload a file as part of uploading your file.
• Uploaded file is picked up by pipeline for processing 
• Uploaded file processed and report available by the pipeline

Users should be reported for the following scenarios on file level validations

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