Purpose

This document describes the manual upload method of an PGP encrypted XML file. BMDW uses a dedicated platform for file exchange (Pydio). The automatic upload method via a REST API will become available later as well as the corresponding manual.

General concepts:

• Only organisations that have an ION (listing organisations) will be able to upload
• The usernames are your email address
• 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.
• Uploaded files should follow the XML guidelines as described in the BMDW Data submission information on the BMDW public access space.
  
  

File requirements:

• Files should following the file naming rules as described in the 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 the new BMDW public key (How to encrypt a file can be found here)

PLEASE NOTE: A new BMDW private key has been created for uploading XML files through the new data upload service . The old BMDW public key is only valid for encryption of your DOT20 files.

• Uploaded files will be moved out of the directory by the pipeline script for further processing.
• Once the files have been processed there will be automated notifications provided by the system to et you know the status of your file.

PLEASE NOTE: PLEASE CHANGE YOUR PROVIDED PASSWORD as soon as possible in “My Account”

As a registry user – How to upload the PGP encrypted XML file

Accessing the BMDW Data upload service

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

Please note: This service is currently available on a development server. Also developers are still working here and this might result in changes over time.

Logging in for the first time

Before you can access the data upload service, you need to be an authorized user in our system. Currently, the following users are added to the system:

• All users from the old test upload system
• All people who previously sent a test file by email
• All people who requested access by email

All of these people will receive a welcome email from the BMDW data upload service system.

If you are not a current user and would like to have access to upload your test XML file, please send us an email to support@bmdw.org 

To access the system for the first time

1. Go to  https://www.BMDW.org XXXXXX CHECK IF THE BMDW WEBSITE WILL ALSO HAVE A LINK TO THIS DATA UPLOAD PORTAL THAT USERS CAN GET TO AND IF SO THEN THEN STEPS FOR IT.
2. Within the login page you can optionally change your language by clicking on the flag :

1. You can also save a bookmark in your browser, e.g. for the BMDW Data submission portal, so that you are immediately directed to the login page rather than having to enter the URL.
2. Click on the 'Forgot Your Password', fill out your e-mail address on the password reset page and click on the 'OK' button. You will then receive an e-mail with a link to create your own password.

1. If you might have forgotten your e-mail address that was registered for your BMDW data submission account, please contact the BMDW office by email at xxxxxxxxxx.
2. If you are an existing users you will be notified of your access details through the email you are registered with us. Click on the link in the e-mail you received from the system. Choose your own password, confirm this password and click on the OK button.  

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.

1. The system should return you to the login page. You should login with your e-mail address and new password. The system ensures that the right credentials have been entered before granting access to the system.
2. The system defaults to your personalized workspace, where you will find your registries workspace and all other folders like notification and archived folder.
3. If you attempt to login more than 3 times with incorrect credential the system for security reasons will ask you to enter a code that appears in an image as shown below.

Changing your password

Follow the steps 3 till 5 from the procedure to access the system for the first time.

• Step 1: Click on the link 'Forgot Your Password?'  link within the  login screen
• Step 2: In the reset password screen , enter your e-mail address and click on the 'OK’ button.
• Step 3: Click on the link in the e-mail you received from the system.
• Step 4: Choose a new password, confirm your new password and click on the reset password button
• Step 5: Go back to the login screen and enter your e-mail address and your new password.

Logging off of portal

To close and exit the application click the Settings button next to your name on the top left site. This should give you a dropdown with the option to log out. Select the Logout button that appears. After logging out of the system, you will be redirected to the login screen.

Note: Please do not simply close your browser; otherwise your unsaved data may be lost.

Once logged in

1. You should on the left hand side see all of the workspaces that you have access to:

1. If you wish to upload a new PGP file for BMDW to process follow the below steps:
   1. Go to the registries Workspace.
   2. You may set this Workspace as a default in your settings.[BH1] 

Administrative functions

In the “My Account” section you can set an avatar or logo, change email preferences and change your password.

Within a Workspace the user should be shown the list of uploaded files

On you first login the Workspace will be empty. On the right you may see your latest Workspace activity.

If you wish to upload a new PGP xml file:

1. Within the Workspace click on New and then the Upload icon. This should open a new window from where users can pick a file they wish to upload.

1. Click on Pick File and this should open a browser window for user to select the file and upload. Please note when uploading the file the time needed to upload depends on the file size and your internet upload speed.

1. Select the file and click on open. This should then upload the file and let the user know once the file has been uploaded.

The file is now ready to be picked up by the BMDW system for further processing.

Manage/Update existing uploaded file:

From the workspace section select the file you wish to update and click on delete if you wish to delete.

The system will warn you to ensure you do want to delete this file.

If you click ok the file is deleted and will no longer be processed.  The deleted file can still be re-instated from the recycle bin.

Please note that once a XML file has been processed they are automatically moved to an archive folder for audit purposes. This folder is not accessible for registries.

After processing you will be notified and receive a processing report. For now this will be delivered by mail, but in the future we plan to have the processing reports and the report archive available for download.