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Version 2.5
The WMDA Search & Match Service is a web-based software application that can be accessed through the internet. This service provides authorized users with a single, comprehensive application that can be used to search for and find matches for donors and cords. The WMDA team is constantly working on developing the Search & Match Service in response to user requests. If you require any information or want to send us a request, please send an email to support@wmda.info
This document is designed to act as a reference guide covering the most important aspects of the Search & Match Service.
This guide is organized to help you understand the different parts of the Search & Match Service, with each chapter covering a different aspect of the service. It's important to know that the instructions in this document assume that you have already logged into the service as a user with the right access permissions. To learn how to set up and log into the Search & Match Service, you can refer to the MFA User Guide. This guide explains how to log in for the first time and set up Multi-Factor Authentication verification, which is necessary to use the service.
Please be aware that while we have tried to make this guide as accurate as possible, there may be some differences between the current version of the guide and the software. If you notice any missing information or significant differences, please let the WMDA office know, and we will try to update the guide quickly as the software changes.
We are confident that this user guide will provide you with valuable information to help you use the software effectively and gain a good understanding of the basic concepts.
This guide aims to help users of the Search & Match Service to effectively perform specific aspects of the process and to manage record information. If you encounter any technical difficulties in using the system and cannot resolve them by reference to this user guide, please contact the WMDA office at support@wmda.info.
Users of the Search & Match Service must comply with the data security and handling requirements. Access to the Search & Match service is only allowed when your organisation has signed the Data Use Agreement (DUA). See Security & Privacy - GDPR for more info. Once you extract data from the system, you are responsible for its security in accordance with the DUA signed with the WMDA, your national legislation and your local department data handling policies and procedures.
This user guide provides you with instructions on how to use the Search & Match Service with the use of figures, data and examples. It is designed to assist you with searching for donors or cords and provide you the best potential match to your patient.
icon with more explanation.The Search & Match Service is browser agnostic. The Search & Match Service is compatible with laptops, PCs, tablets and mobile devices; the service loads on a phone/tablet, but the search results do not work well as the web service has not been optimised for smaller screens due to the large amount of data.
For security and maintainability reasons WMDA can only support the following operating systems:
Other modern operating systems and versions may work, but are not supported.
Supported browsers and versions are:
Please note that the use of old versions of operating systems and/or browsers may lead to security issues and the loss of functionality. For security reasons the use of insecure versions of operating systems and browsers is not allowed.
The Search & Match Service performs probability matching by using the Hap-E Search (from now on Hap-E) and ATLAS algorithm. Both Hap-E and ATLAS differ from the legacy matching algorithm Optimas. There is a difference in the meaning of the indicated probabilities per locus between Optimas, Hap-E and ATLAS. For more information about the features in Optimas, Hap-E and ATLAS please consult our Feature comparison Matching engines page. For more detailed information about feature differences between Hap-E and ATLAS specifically please consult our 'Features Hap-E and ATLAS' page. Please keep in mind that probability matching will only calculate matching chances. Therefore, you should use it as a tool in combination with your own knowledge of HLA. Do not select donors/cords solely based on the probabilities calculated by the system. You can read more about haplotype frequencies here.
You can access the Search & Match Service via the following web addresses (URL) or by manually entering the addresses:
Sandbox environment (for testing purposes): https://sandbox-search.wmda.info/
Production environment: https://searchmatch.wmda.info/
You can save a bookmark in your browser, e.g. for the Search & Match Service, so that you are immediately directed to the login page.
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To log in, please select the Login option and enter your credentials. This will be followed by the MFA verification step for extra security. For additional information on MFA please refer to the MFA User Guide.
Note: Group accounts are not allowed and with MFA it is also harder to handle for end users since the extra factor should be owned by a single person.
The system defaults to the general dashboard on the Search & Match Service homepage. Here, you can find find information about the match engine load will find your dashboard and some practical information and useful links.
From this landing page, you can navigate to the 'patient list' or 'add patient' section or your personal account settings.
Tip: If you haven’t changed your password for a long time, we recommend that you do so to ensure your profile is secure. We recommend that you change your password every 6 months.
To close and exit the application click on your name on the top right part of the page and a Logout button will appear (figure 4), once clicked, it will take you to the log out screen. After logging out of the system, you will be redirected to the login screen.
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Note: Please do not simply close your browser; otherwise your unsaved data may be lost.
The Navigational Tool bar is displayed across the top of the screen. This toolbar is also referred to as ribbon in some instances. This toolbar displays links that take you to the specific section you wish to view/manage.
Listed below are the links/buttons and a short description:
Button | Description |
Logo | Links to WMDA website. |
| Dashboard | Link to the main page of the service, displaying visual data, quick links for "Add Patient" and "Patient List", some practical information and useful links. |
Add Patient | This opens a form that allows users to register the details for a new patient and initiate a donor search. |
Patient List | This section lists all active and inactive patients. Within this section users are allowed to manage their own or organisational patients. |
User name/profile | This section contains links to the personal preferences page and logout functionality. These buttons become visible once the username/profile is clicked. |
Preferences | Links to a page where you can set your personal preferences. |
Logout | This action will sign you off and return you to the login page. |
This section allows you to enter and register a patient that you wish to perform a donor/cord search for. You can register a patient manually or automatically through an API.
Register your patient manually
First click the "Create Patient" button. You will then receive a pop-up asking you whether the patient has consented to being entered on the list. When you do not have the patient's consent, please indicate this. You will then not be able to enter a patient ID, but you will still be able to enter HLA and additional details and perform an anonymous search. The first form shown below in figure 3 is only used for entering new patient registrations, the second form is for updating existing patients. When entering data, make sure that the fields marked with a red asterisk (*) are completed as they are mandatory in order to perform a search. In some of the fields (CMV, blood group, ethnicity, diagnosis, sex) values can be selected from a pre-defined drop-down list.
The form is divided into 5 blocks: HLA details, medical details, search type, additional information, and legal terms.
The "update patient" form is accessed by clicking on a patient in the patient list.
When entering a Patient, only the following fields are mandatory:
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On saving a record by clicking the 'search' button, your entries will be checked immediately for plausibility and completeness. If a record is not plausible, an error or warning message will be displayed below the relevant field.
As part of capturing all of the patient details we recommend that you add all relevant additional data that will help you make a better judgement for your patient.
Within each category you can view a list of your own patients or a list of all patients from your organisation:
Figure 4a shows the patient list sections
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Figure 4b shows the patient list as displayed in every section
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Within the table of listed Active patients you can manage your patients by performing the following actions listed below:
Actions | Description |
Patient ID Link | Clicking on the Patient ID link will open the update patient form to allow users to perform the following functions:
Edit/Update patient details: Modify any details for the given patient, except the Patient ID.
PLEASE NOTE: Update of any of the patients details such as HLA, will automatically trigger a new match run. This might change previous search results. Only if you remove all ticks in the search type block, no new match run is triggered, but any previous search results will be lost as well. |
Once the match process is completed, the number of matched donors/cords and short summary of the search will be presented in the column "Results" in the patient list. This link redirects you to the search results details. When a user clicks on the search results they are presented with a search results page consisting of the following parts:
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Actions | Description | |
Change maximum number of records displayed | The system by default shows you 250 search results. You can expand this to 500 records or reduce it to 15, 50 or 100 records per page. You can do this on the bottom of the search results page.
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An overview of the match results table of donor search results and cord search results are shown in figure 16 and 17.
By default the donor match results is as follows:
For 1 and 2 mismatch searches, the sorting method can be changed to "Sum of probabilities sorting". You can do this by clicking on the "all filters" button and selecting "Sort by sum of probabilities" under "Grouping/Sorting".
By default the cord match results are sorted as follows:
For 1 and 2 mismatch searches, the sorting method can be changed to "Sum of probabilities sorting". You can do this by clicking on the "all filters" button and selecting "Sort by sum of probabilities" under "Grouping/Sorting".
Overview of donor search match results
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Abbreviation / column | Description |
| HLA patient | In between two grey bars, in a white space, you can find the HLA of your patient. This sticky header will move with you when you are looking at results more below. |
Probability of mismatches 0, 1, 2 | Probability of a mismatch at 0 loci, 1 locus, and 2 loci. The percentages are based on the match type you have been chosen (out of 6 then 3 loci are considered; out of 10 then 5 loci are considered).
The five squares above the probability percentages are representing, respectively, locus A, B, C, DRB1, and DQB1. They are showing in letter/colour codes if a certain locus of a donor/cord is likely to match with your patient or not.
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| DPB1 TCE3 grading model | The sixth square indicates the DPB1 match grade. DPB1 TCE3 evaluation is performed and displayed for potential donors under the following conditions:
The results of the DPB1 TCE3 grading is shown below the donor’s DPB1 values by using the following symbols above the DPB1 alleles of the donor:
The explanation of the symbols is also provided when hovering the symbols.
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Registry Reg Abbr | This column shows you the ION code of the registry or cord blood bank where the donor or cord is registered followed by the abbreviated name.
This column may also shows you an icon that indicates that the registry is either WMDA accredited or WMDA qualified. If no icon is present next to the ION code, then the registry is not WMDA qualified or accredited.
When you hover over the icon, the icon indicates whether the registry has been WMDA qualified or whether the registry has been fully accredited. Also the validity period of the qualification/accreditation is visible. The orange ticks have verification WMDA Qualified
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Age | Current age of donor (in case of donor search)/ Time since cryopreservation of cord blood unit (in case of cord search) |
Gender | Sex: M = male, F = female |
Blood group | Blood group, e.g. A+ = blood group A, rhesus positive, B- = blood group B, rhesus negative |
CMV | CMV status Possible values: A value for the CMV status may not always be available.
NOTE: A tooltip for information on the values can be used to aid in understanding their meaning. |
| Probability of match per locus | Within the donor/ cord details, the probability of a match per locus is displayed:
This also correspondents with the match grade that is indicated by the letter/colour above the column with the match probability per locus. These probabilities are only calculated for the 5 loci A, B, C, DRB1, and DQB1. For more information on the differences between the matching engines please see the chapters: "Features Hap-E and ATLAS" and "Feature comparison Matching engines". |
| GRID | GRID, Global Registration Identifier for Donors, is an ID for donors (not for CBUs) that is globally unique. The number is split into 3 sections;
Once a GRID is assigned it cannot and will not be reassigned - it is completely unique.
For more information on the GRID number please refer to Global Registration Identifier for Donors - WMDA. |
Ethnicity | Ethnic group: The system uses the same ethnic groups as defined for the EMDIS system:
The ethnic groups are as follows: |
| Status | Status of a donor or CBU. For donors, the status can be available (AV), reserved for a patient (RS), or temporarily unavailable (TU) |
For more information on the differences between the matching engines please see the chapters: "Features Hap-E and ATLAS" and "Feature comparison Matching engines", or please see the following slides and video.
The following list contains useful links to assist in finding a potentially matched donor:
In the field of HLA a few professional organisations are active in order to provide information on immunogenetics and histocompatibility.
: registry is qualified from 2021.
