Importing Items

This topic describes importing Items in Studio.

When designing a study in Studio, you can import a UTF-8 encoded CSV template to automatically create Items within your target study. Importing can be done for one casebook version per Study.

When EDC completes an import, it recreates Item Definitions and Item Definition - Codelist Definitions. You can view Item Definitions in Studio, but can only access Item Definition - Codelist Definitions in Admin > Business Admin.

How to Import Items

To import items:

1. Navigate to your Study in Studio.
2. Under Study Objects, click Items.
3. Click Import Items.
4. Drag and drop your import CSV file into the Drag and drop file here area. You can also click into this area to upload your file.
5. Optional: Click Cancel to stop the import.

Once items are successfully imported, the Items section displays each item from the CSV file as a distinct entry, with properties matching those defined in the CSV. For example, if an item’s data type is set to “Time”, this property will reflect in Studio. If errors are present in the CSV file, fix them outside of Studio and then re-import.

If an Item Definition already exists in the system, attempting to import it again results in an error. To update an existing item, make the changes directly in Studio. Any properties not included in the CSV, such as Indent, Controlling Items, or Progressive Display, must be manually updated in Studio after import.

Formatting

Accepted field characters are validated after import. For fields, only the following characters are accepted:

• a-z, A-Z
• 0-9
• hyphens (-)
• single underscores (_)

If invalid characters are found in a row, an error message appears for that record.

Default Values

Studio automatically provides default values for required properties missing from templates, which you can later update. If a row refers to a non-existent object (such as a missing codelist), Studio generates an error and stops the import. To address this issue, ensure referenced objects exist or remove the reference from the file.

Import Items CSV Template

Use the template below as your import file.

  Download the Items Import Template

Required Columns

The following columns are required in your items import file:

Column	Description
Item Name	Text
External ID	Text
Label	Text
Item Type	Text. Values from Veeva, including EDC, Status, Header, Read Only, and Derived.
Data Type	Text. Values from Veeva, including Text, Date, Datetime, Time, Boolean, URL, Codelist, Label, Number, and Unit.
Codelist Def	Text. Must match an existing Codelist Definition. The system requires a Codelist Definition when the data type is Codelist.
Unit Def	Text. Must match an existing Unit Codelist Item Definition. The system requires a Unit Codelist Item Definition when the data type is Unit.

Optional Columns

The following columns are optional in your items import file:

Column	Description
Description	Text description of the Item Definition

Navigating the Import Page

When you select a CSV file, the Drag and drop file here area on the Import page displays the file name, file size, and number of rows in the CSV.

A link to this help page is available beneath the Drag and drop file here area for quick access to the Import Items CSV template.

Preview Results Table

If at least one file can be processed successfully, a preview results table appears on the Import page. The table includes the following:

• Total number of records processed
• Number of records that passed validation
• Number of records that failed validation
• Import Status column in the Results table
• Results column for each template column (columns are not sortable)
• Number of results on the page

You can filter records based on three statuses: Error, Warning, and Ready for import.

The navigation options on the page allow you to move forward to the next results page or back to the previous one. You can also enter a specific page number to jump directly to that results page for quicker access.

Managing Errors

If errors are present in the CSV file, fix them outside of Studio and then re-import the file.

Validation Errors

The table below lists possible validation errors and their descriptions:

Error	Description
The following columns are missing in the import file: [missing column names]	The CSV file is unable to be processed at all. For example, the wrong file was selected.
The following column headers are missing in the import file: [comma separated list of missing column headers]	Columns are missing.
[comma separated list of missing column headers] are required	Required values are missing.
Value for [comma separated list of exceeded column headers] exceed char limit.	The value has more characters than the limit for a respective text field.
[Column Name] value [column value] is invalid	The value is not accepted in the respective picklist, boolean, or number field.
Order Number is not unique for the Item	The order number is not unique for a particular codelist.
Duplicate entry in file	Two or more rows share the same Codelist Name and Codelist Item Label.