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General information


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titleI forgot my username/ password. What should I do now?
Your username will be your registered email address, however, if you have forgotten it please contact the BMDW office by email support@bmdw.org.  If you have forgotten your password, click on the 'Forgot Your Password' link, enter your email address and click on 'Send Password Reset Link'.  You will then receive an email with a link to follow - click on the link and reset your password.
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titleHow can I get access to the BMDW Search & Match Service?

Requesting authorization:

The BMDW matching programmes are only available for registry staff members and staff members of organisations assisting in searches for unrelated transplants. Find below the procedure to get access for the different types of users.

Access for Staff Members of Registries with WMDA membership

Authorization for the BMDW matching programmes can be requested directly by registries and cord blood banks with a WMDA membership. These organisations can go to their own organisation page by accessing the WMDA share website (https://share.wmda.info).

  • Log in on the website and subsequently click on Organisation information at the member access menu> key sign behind your registry/ cord blood bank.
  • To request BMDW authorization for a new BMDW user, click on the “add person” button at your organization page. Choose at “role” “BMDW Registry user”. Please fill out the required fields and send this message by pressing the “send” button.
  • The new BMDW user will receive the log in credentials personally by email within a week after application.

These registries can also request authorization for the transplant centres in their country. The procedure is almost similar, but at the second step you should choose at “role” “BMDW Transplant Centre user” instead. The login credentials will be sent directly to the new user.

Access for Staff Members of Registries without WMDA membership

Registries without a WMDA membership, can request authorization for the BMDW matching programmes by sending an email to mail@bmdw.org with the name, address, phone number, and email address from the new BMDW user.

Access for Staff Members of Transplant Centres/ Search Coordination Units/ HLA Labs

Transplant centres can request access to the BMDW matching programmes through their national stem cell donor registry. The user credentials will be sent directly to the user and not to the registry.

If your country has no national stem cell donor registry, authorization can be requested by sending an email to mail@bmdw.org with the following contact information of the new BMDW user: name, organisation, address, invoice address, phone number, and email address or use our online form.

 

 

have not received a password for the WMDA upload service

The system will never send you a password, only a link to change your password. To change your password please follow these steps:

  • Go to https://dataupload.wmda.info/
  • Click on the Forgot your password link
  • Enter your email address (if valid)
  • You will receive an email with a link which will lead you to the page where you can enter your new password. This link will be active for only 30 minutes, so if the link has expired you will have to generate a new password reset email by repeating the previous steps.
  • Enter your new password
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titleMy reset password link isn't working

This password reset link will be active for only 30 minutes, so if the link has expired you will have to generate a new password reset email:

  • Go to https://dataupload.wmda.info/
  • Click on the Forgot your password link
  • Enter your email address (if valid and do confirm that is the same email provided to WMDA)
  • You will receive an email with a link which will lead you to the page where you can enter your new password
  • Enter your new password

You may encounter issues below if the above normal steps do not solve your problem:

  1. Password reset link opens the normal login page, but not password reset page. That is maybe your browser can not handle it correctly. Try to use Chrome if you do not use chrome.
  2. Get the page that need fill the "verification code", be patient if see this page as you type in your credential wrong for more than 3 times. If you can not make it work, try to reset the password again and better remember your new password.

And if you still have issues, please send an email with screenshot of the issue to support@wmda.info.

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titleI have not received a welcome email from the upload system

This password reset link will be active for only 30 minutes, so if the link has expired you will have to generate a new password reset email:

  • Go to https://staging-dataupload.wmda.info/
  • Click on the Forgot your password link
  • Enter your email address (if valid)
  • You should receive an email with a link which will lead you to the page where you can enter your new password
  • Enter your new password

If this does not solve the issue, please send an email to support@wmda.info.

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titleWhere can I see the report of my file upload?

A report of your file is saved in the WMDA XML Upload System ( dataupload.wmda.info )  and it is located in the Report folder of your workspace.

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titleI uploaded a file but I don't see a report in the Report folder

If you don't see a report related to your uploaded file it's possible the file is still being processed and a report still needs to be created. If you believe you've waited long enough for the file to be processed send us an email at support@wmda.info with your ION-number and we will investigate the issue.

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titleIs it possible to have multiple accounts for uploading files?

Yes, it is possible to register multiple users to your work space. Please send your request to support@wmda.info.

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titleWhich file types are allowed for uploading?

The system only accepts .zip or .xml file types which need to be .pgp or .gpg encrypted. More information can be found here.

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titleHow can I sort and order my files by the latest file modified?

When you are logged in you can sort and order your files by choosing your preferred setting using the menu on the top right of the interface.
To change the order from ASC to DESC repeat the selection so the arrow next to the selection will change direction.

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titleCan I change the list layout of my list of files?

Yes, you can you can change the way your files are listed by using the menu in the top right area of the interface.
You can choose between

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titleCan I change my report format?

It is not possible to change your report format. We are planning improvements for usability. Any feedback on this is welcome at support@wmda.info

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titleCan I change my email address for the WMDA upload service?

It is not possible to change your email address (username) for the WMDA upload service yourself. If you need to change your email address please send your request by email to support@wmda.info.

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titleI would like to use the REST API for uploading files. What do I need to do?

To use the REST API Service for uploading you can use your regular WMDA upload account. If you need an (extra) account for uploading, please send your request to support@wmda.info. More information about the REST API Service can be found here. In case you would like to do some more testing we recommend using https://restlet.com/. The WMDA Upload platform uses Pydio, there is more info on the API capabilities on https://pydio.com/en/pydio-api-v2.

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titleShould the HLA typing result follow a sequence?

You do not need to add HLA elements where you do not have values for. However, you should keep the same order of the elements.

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titleWhat does UPDATE_MODE (Full and Diff) mean?

UPDATE_MODE is the way we update the data of the donors in the database. Currently, you can only use FULL. This means that when you send a file, we will remove all your inventory from the database and replace this by the content of the new file. The option DIFF is for the future. In that case, you only send records where something was changed; so for example new donors, deleted donors, or any elements/fields from existing donors.

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titleI don't understand some of the messages in the report of my file. What should I do?

If you have trouble understanding messages from the system or validation reports, please send us an email at support@wmda.info. More information about data validation rules can be found at https://share.wmda.info/display/BMDWPUB/BMDW+Data+submission+information (Data Validation tab).

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titleMy file has been processed but some values have been blanked out. Why have these values been blanked out?

If values have been blanked after processing it is commonly caused by HLA/DNA related errors. For example if the value for DRB4 contains a slash (/), which is invalid, the allele values are blanked and processing of the record continues. This is a warning, and not an error that requires the record to be rejected! More information on this topic can be found at the bottom of https://share.wmda.info/display/BMDWPUB/BMDW+Data+submission+information (Data Validation tab).

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titleWhat are deprecated code warnings in my report ?

If you see this message within your processing report this means that the code that you have provided is deprecated and has been renamed. The processing report provides you exactly which code has been deprecated and its assocaited new code name. To conform to the HLA guidance rule any deprecated codes that have passed their grace replacement period shouldn't be accepted hence the system "Blanks" that value.


Please ensure that you keep your data up to date by ensuring you rename deprecated codes within their grace period to avoid them being blanked if they pass the grace period.

Instructions and more information on how to update your deprecated codes are in the guidelines

You might also find the MAC tool helpful to validate if your codes are deprecated or not. Instructions on how to use the Mac UI can be found HERE.

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titleWhen the uploaded XML data is available in Search and Match?

The uploaded XML data is updated and synchronized between 20:00-2:00 daily Amsterdam (CEST/CET) time. And the data uploaded before 20:00 should be available after that in Search and Match.

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titleHas anything changed in the handling of donor-ID's ? I see donor-ID's that start with #.

In the dot20 system records were allowed that had no donor-ID given. Therefore a dummy donor-ID was created that started with a "#" sign. We do not generate dummy donor-ID's in the XML pipeline.
In XML the donor-ID or GRID is obligatory. 

If you find donor-ID's that start with "#", it means that the data still originates from a processed dot20 file, that not yet has been updated by an XML file.


It is possible that you encounter records without an donor-ID, this is related to specific data protection regulation for some countries.



Technical support

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titleWhat is the definition of the 10% rule?

A file will be rejected (even if your data is correct) if your uploaded file contains 10% less records compared to the total records you have uploaded previously into the database. Please make sure the number of record you are uploading is correct. If you believe the number is correct and you still get this message please send an email to support@wmda.info to address this issue.

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titleCan I use a PDF viewer to open reports?

It is not possible to view the reports with a PDF viewer. If you need to review the processing report TXT file you can you can use the Preview button in your Report folder or you can download the TXT file and open it in any Text Editor (like Notepad).We recommend either Firefox or Chrome.

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titleMy file is rejected with error: Incomplete typing found: HLA-A and HLA-B are required for Donors.

As part of the transition from dot20 to XML we can no longer accept values like for example "24" in a DNA field. To get this accepted, you have to add ":XX" to the value, so you will get the value "24:XX" (without the quotes).

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titleCompatible browsers to use when submitting your xml through the platform
The data submission platform is only compatible with Internet explorer and Google Chrome. Please DO NOT use Safari as the system doesn't render properly. We are looking to see how these UI changes be made so the system renders on Safari too.
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titleMy file has disappeared from my workspace
This is the expected behaviour. Every 10 minutes the system picks up all of the files that have been uploaded by registries in their workspaces for processing. A copy of the file is then moved to the Archive folder where users can use later when they receive a processing report to reference back to the file they uploaded..
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titleMy file has disappeared from my Archive and Report folder

 This is the expected behaviour. Every day the system will delete all the Archive files and its associated Report file that are over 30 days old. This is to manage the Archive and Report folder files so they do not become cumbersome.

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titleWhat is the maximum allowed file size to upload into the system?

The maximum allowed file size is currently 800 MB (Megabyte).

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titleWhat is the allowed file name convention when uploadind a file?

 The file to be uploaded has to meet a particular file name convention: ION-[number]-[type].[file type].[encryption type] or  ION-[number]-[type].[encryption type]

  • The file name has to begin ION, than a dash and followed by the 4-digit ION number (ION-xxxx) : For example ION-9999-D.xml.pgp or ION-9999-D.pgp
  • Following the ION number you have to specify the type (C or D), starting with a dash and ending with a dot: For example ION-9999-D.xml.pgp or ION-9999-D.pgp
  • Following the type you may specify the format (.zip or .xml), separated with dots: For example ION-9999-D.xml.pgp
  • At the end you have to specify the encryption file format (.pgp or .gpg): For example ION-9999-D.xml.pgp or ION-9999-D.pgp

The end result should look something like these examples: ION-6666-C.zip.gpg, ION-0999-D.xml.pgp or ION-9999-D.xml.pgp

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titleCan I upload a single file for both donor (D) and cord (C)?

 It is not allowed to upload a single a file for both donor (D) and cord (C) records. Also the file name must align with the file content types within, otherwise the file will be rejected.

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titleHow do I encrypt a file?

 All the instructions on how to encrypt a file can be found after clicking the Encrypt File tab on this page.

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titleMy file has been rejected because it was encrypted with a wrong public key

You can find the correct public key and instructions on the Encrypt tab at Search & Match Service (formerly BMDW) Data submission information.

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titleI have issues connecting to the API

In case you have an issue connecting to the API, please double check all the settings in the API documentation. If you still have issues please send an email to support@wmda.info.

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titleWhy are our HLA serology fields values rejected, while they were accepted in the old dot20 format?

In the old WMDA system serology (search determinants) was needed. When there was no serology/search determinants, WMDA generated these itself. However we have now moved to a new algorithm provide by Optimas which is working differently and doesn’t need search determinants. Also we need user to conform to the new nomenclature which means user should provide data in the format of xx:xx. Therefore, our HLA validation no longer accepts values like 24 in a DNA field. To get this accepted, you have to add yourself :XX so you get the value 24:XX. If you still have issues please send an email to support@wmda.info.

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titleI can't see my uploaded file in my workspace or the Archive folder

If you have recently uploaded a file and you can't see it your workspace or the Archive folder something may have gone wrong. Please send us an email at support@wmda.info and we will investigate the issue as soon as possible.

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titleThe report states XSD validation failed, without further explanation

If your file is rejected due to an XSD validation error, the XML structure may be wrong:

Common errors are :

  • XML is not welformed (e.g. missing closing tags)
  • You may have accidentaly added an XSD reference : these may get added by some XML editors.
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You may use an XML editor to check for these errors, or run a validation tool like xmllint. More information can be found here : Search & Match Service (formerly BMDW) Data submission information

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