Import subject data

Bulk-load subjects and encounter data from a spreadsheet.

Role required: Project Management

Prepare the file

Use Excel or CSV format. Row 1 must contain variable codes.

Subject sheet

Column headers:

  • ReferenceID — required
  • SiteCode — required
  • ProjectSpecificID — optional, if the project uses Project IDs

Encounter sheets

Name each sheet after the interval (e.g., "Baseline", "Week 12"). Column headers:

  • ReferenceID — required
  • EncounterDate — required
  • Additional columns for variable codes in that interval

Medications sheet

Name the sheet SubjectMedication to import medication data.

Import steps

  1. Sign in at https://my.studytrax.com.
  2. Open the project.
  3. Go to Projects → Data Management → Subject Data Import (confirm in app).
  4. Upload your file.
  5. Configure options:
    • Ignore Blank Values — skip empty cells instead of overwriting existing data
    • Allow Subject To Exist — update existing subjects instead of failing
    • Generate Action Plan — preview what will change before committing
  6. Click Import.

Data Sets export and import area
Data Sets export and import area

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