Introduction

Data Manager, previously known as Data Upload, 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 support@wmda.info

Definitions

General concepts: 

• Only organizations with an ION (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 submits data on behalf of other registries 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 data schema version 2.4, and guidelines will be provided accordingly.

File requirements:

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

• Files must adhere to the file naming conventions specified in the Data Manager - Search & Match Service Data submission information.
• Only files with a .pgp or .gpg extension will be accepted.
• XML files must be encrypted using a public key. Instructions on how to encrypt a file can be found [here].
• XML files larger than 800MB will be rejected. If your file exceeds this limit, please contact support at support@wmda.info.

Getting started

Data Manager Service URLs

There are two environments for data submission:

• Sandbox: https://sandbox-datamanager.wmda.info - This environment is for testing purposes, allowing organizations to upload data and check its quality before moving to production.
• Production: https://datamanager.wmda.info - 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.

Setting Up MFA for Data Manager Accesset

Setup MFA for the first time

If you have not set up MFA for other WMDA services (such as Search & Match or SPEAR), please follow these steps:

1. After receiving permission to list data in WMDA Data Manager, contact support at support@wmda.info 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. Once added to WMDA system (typically within 30 minutes), you will receive a Welcome email with instructions for setting up MFA. The Welcome email will give clear information you are a B2C user or B2B user. 
3. 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 the dropdown arrow next to your name in the top left corner.
3. Select "Manage and Transfer My MFA."
4. Follow the detailed guide to manage your MFA method.

Accessing the system

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

• To test to upload your files, go to https://sandbox-datamanager.wmda.info.
• To access the production system, go to https://datamanager.wmda.info.

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 your personalized Workspace, where you can access your organization’s Workspace and folders.

Home Page and Workspace

Upon logging in, your access will depend on whether you have access to one or multiple IONs:

• If you have access to only one ION, you will be redirected to your Workspace folders directly.
• If you have access to multiple IONs, you will be directed to a list of IONs, where you can choose the appropriate Workspace.

Workspace Folders

Your Workspace contains several folders where you can upload, 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.

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 minutes. As a user you only have read access to all other folders except Upload folder.

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