Option 3: The Access Manager creates Users and Accounts via csv batch upload

Last updated: 2024-04-25 11:37

When chosing this option, all actions are to be carried out by the Access Manager. First, the Access Manager needs to create the EAM Users (i.e. General Practitioners) by means of a bulk upload using a csv file. After succesful import of this list, the same procedure is repeated for the EAM Accounts, including access grants. Based on the required fields in the csv files, the user and account data are linked, and only need to be approved by the Access Manager.

Table of contents

The General Practitioner actions

The Access Manager actions

The General Practitioner actions

No actions to be completed by the General Practitioner

The General Practitioner is an Authenticated User who does not have the rights to perform the necessary actions.

The Access Manager actions

Go back here if you want to know how to navigate to the My Profile page.

Creating EAM Users in batch

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this, the items EAM Users and EAM Accounts become visible. Click on EAM Users and Bulk upload successively.

The Users Batch Creation page appears.

Select a valid .csv file on your system to upload or use the following example file:

hd_eam_users_general-practitioners_example-fileDownload

Use the schema file to validate the csv example file:

hd_eam_users_schema fileDownload

ATTENTION:

Access Managers need to know the personal details of the users they are adding: first_name, last_name, email, ssin.

The NIHDI of the organization (org_nihdi) is: 333333333.

User roles and corresponding values

To complete the value for the field “role”, 2 different variables are possible:

  • access_manager
  • default

Additional tips:

  • If the user already exists, the line will be skipped.
  • Avoid using Excel as this can lead to unwanted formatting.
  • First_name and Last_name need to be capitalized.
  • Make sure that you have placed the quotes correctly. If the values have no comma, you can also leave out quotes.

Abbreviations used in csv bulk upload files

  • ssin: Social Security Identification Number - Numéro d’identification de la sécurité sociale (NISS) - IdentificatieNummer Sociale Zekerheid (INSZ)
  • org_nihdi: National Institute for Health and Disability Insurance number of your organization (RIZIV/INAMI number)
  • nihdi: your personal National Institute for Health and Disability Insurance number (RIZIV/INAMI number)
  • app: application such as HD4DP, Healthstat
  • project_code: code of the healthdata.be Business Project, e.g. HDBP0001 for Belgian Cystic Fibrosis Registry (BCFR)

Now, run the batch creation by clicking on the corresponding button.

Return to the EAM Users overview page to verify the bulk uploaded list of General Practitioners.

Following this step, the Access Manager needs to link these Users with EAM accounts, having the access grants in them.

Creating EAM accounts in batch awaiting approval using CSV Upload

Click on Manage to the top left of the screen, so that EAM appears. When hovering over this, the items EAM Users and EAM Accounts become visible. Click on EAM Accounts and Bulk upload successively.

The Accounts Batch Creation page appears.

Select a valid .csv file on your system to upload or use the following example file:

hd_eam_accounts_general-practitioners_example-fileDownload

Use the schema file to validate the csv:

hd_eam_accounts_schema fileDownload

ATTENTION:

Access Managers need to know the personal details of the users they are adding: first_name, last_name, email, ssin.

User roles and corresponding values

To complete the value for the “role” field for healthstat.be, 4 different variables are possible:

  • DATA_PROVIDER_HOSPITAL = Data Provider/Hospital
  • DATA_PROVIDER_INDIVIDUAL = Data Provider/Individual
  • SPONSOR_SPONSOR = Sponsor/Sponsor
  • SPONSOR_INDIVIDUAL = Sponsor/Individual

Make sure to use "healthstat" as value for the "app" field, since roles "Data Provider" and "Sponsor" combined with data levels "Hospital" and "Individual" are typical for the Healthstat.be data reporting and visualization application.

Additional csv bulk upload tips

  • When the "role" field has value "1" or "2", the "authorgroup" field should be left empty. Pay attention to this when changing "role" field from value "3" to "1" or "2".
  • When adding a user to role "3", the author group needs to be defined and needs to exist, or the line will be skipped. To guarantee a successful bulk upload of an extensive csv file, you want to place the accounts with role 3 at the end of the list to be uploaded. The accounts with role "1" and "2" are imported first, and thus prefilling the author group list with First_name and Last_name prior to importing the accounts with role "3".
  • First_name and Last_name need to be capitalized.
  • When adding more than one project code, use pipes to separate the codes.
  • If the user does not exist, the line will be skipped.
  • Avoid using Excel as this can lead to unwanted formatting of the csv file.
  • Make sure that you have placed the quotes correctly. If the values have no comma, you can also leave out quotes.

Abbreviations used in csv bulk upload files

  • ssin: Social Security Identification Number - Numéro d’identification de la sécurité sociale (NISS) - IdentificatieNummer Sociale Zekerheid (INSZ)
  • org_nihdi: National Institute for Health and Disability Insurance number of your organization (RIZIV/INAMI number)
  • nihdi: your personal National Institute for Health and Disability Insurance number (RIZIV/INAMI number)
  • app: application such as HD4DP, Healthstat
  • project_code: code of the healthdata.be Business Project, e.g. HDBP0001 for Belgian Cystic Fibrosis Registry (BCFR)

Then, make a selection in the Approval State menu shown below.

  • Create as awaiting approval: With this option the accounts will receive the status Approval and will be set ready for the Access Manager to be Approved.
  • Create as pre-approved: With this option the accounts will automatically receive the status Approved and will be uploaded directly without further input from the Access Manager (e.g. confidence in content quality is very high)

Finally, run the batch creation by clicking on the corresponding button.

Approving EAM account with access grants for projects in healthstat.be

When you as Access Manager have chosen to create the EAM accounts as awaiting approval, you need to complete the action with the step described in the following.

Go to the EAM menu as usual.

Select EAM Accounts and then Approval.

When clicking on Approval you open the page with the EAM accounts that are waiting to be approved:

There are two ways to approve these account requests:

  • By checking the selection box of the relevant account request and selecting the Approve action. Click on the Apply to selected item button to perform the action.
  • By clicking on the Edit button in the Operations column for the relevant account ...

... and subsequently on the Approve button in the Account: Manage grants screen.

The Account state changes to Approved.

After this, a fulfilment process will start to run in the background, finally resulting in an account state change to Published.

Performing a push action

If this change does not take place within a reasonable amount of time - usually between 15 minutes and up to three hours - the account could be updated by means of a "push".

Therefore, return to the accounts overview screen.

First, check the Approved account that needs to be pushed (1). Then, open the Action drop-down menu and select the Update account (push) option (2). Finally, validate this action by clicking on the Apply to selected items button (3).

In case the push action does not trigger the expected result, you need to contact our Support service.