SCTS
(Society of Cardiothoracic Surgeons)
APPLICATION GUIDE
0845 300 6016 option 2
helpdesk@ccad.org.uk
Change History
Date
Version
Author
Comments
25 May 2011
1.0
Damian Marlee
Final Version
Table of Contents
PURPOSE OF THIS MANUAL............................................................. 1
GETTING STARTED............................................................................ 1
Method 1 – Manually................................................................................................... 1
Creating the Patient Document.................................................................................. 1
Creating the Procedure Document ............................................................................ 2
Method 2 - Importing Records ................................................................................... 4
IMPORTING SCTS DATA .................................................................... 5
EXPORTING SCTS DATA ................................................................... 8
Opening Export File in Microsoft Excel.................................................................... 8
THE LIFE STATUS DOCUMENT......................................................... 9
ONLINE VIEWS.................................................................................. 10
Procedures ................................................................................................................ 10
Missing NHS Numbers ............................................................................................. 11
Summary Data........................................................................................................... 11
Benchmarking ........................................................................................................... 11
ONLINE HELP.................................................................................... 12
DELETING RECORDS....................................................................... 12
EXCEL REPORTING ......................................................................... 13
Creating Reports....................................................................................................... 14
OTHER TOOLS.................................................................................. 17
Export to Excel.......................................................................................................... 17
Export ONS Life Status Data.................................................................................... 17
CSV Analyser ............................................................................................................ 18
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Purpose of this Manual
This manual will explain how to use the SCTS database.
To learn about installing Lotus Notes, connecting to CCAD servers, security
and system requirements please see ’Volume 1 - Installation Guide’.
To learn about using the CCAD Welcome Portal, please see ‘Volume 2 Welcome Portal Guide’.
To learn about using Lotus Notes, please see ’3 - Using Lotus Notes guide’.
Getting Started
Creating
Documents
There are two methods in creating new patient and procedure records in
SCTS, depending on whether you use a third party application which produces
SCTS data or input data directly into the CCAD SCTS application.
Method 1 – Manually
To create a new patient, press the 'New Patient' button which is found in the
main view ‘View/Edit Patient Data’.
To create a new procedure, you must first create a patient. To create a
procedure for a particular patient, you should select the patient from the
'View/Edit Patient Data' view, and click the 'New Procedure' button. See image
below for more information.
To create a new patient, press the 'New Patient' button which can be viewed
from the main default view, 'View/Edit Patient Data'.
Creating the Patient Document
From the SCTS Main view, click on ‘New patient’.
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This will present you with a Patient Document where you fill out as much detail
as possible (see below):
Ensure all relevant
fields are
completed. Fields
which are in the red
brackets are
encrypted fields.
Follow the screen and fill-in the fields to complete the document.
SELECTING 'CLOSE' WILL SAVE THE CURRENT PATIENT DOCUMENT AND
RETURN YOU TO THE MAIN SCTS VIEW SCREEN.
Creating the Procedure Document
To create a procedure for a particular patient, you should select the patient
from the 'View/Edit Patient Data' view, and click the 'New Procedure' button.
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This section will be updated
automatically with details from the
patient registration form.
Follow the screen and fill-in all the fields to complete the document
Selecting 'CLOSE' will save the current Patient Document and RETURN you to
the main SCTS view screen.
On screen help is available when entering data for a particular field by clicking
‘Field Help’.
When you fill in this document you need to save the information before it
becomes permanent. Clicking the ‘Close’ button or hit ‘Esc’ on the keyboard,
and select Yes to save. Once it is saved you can see it in the main Notes view,
‘View / Edit Patient Data’. Clicking on the + sign next to the Patient document
will expand the list and show all procedures created for that patient record
including ONS tracked documents as well (explained later). Click on the – sign
to collapse the list.
Double-clicking the record in the view will re-open the patient document.
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Method 2 - Importing Records
CCAD supports file imports in a CSV (Comma Separated Value) format. A
CSV line (record) consists of variables (fields) containing information separated
by commas and enclosed by double-quotes. Each line (record) is made up of
140 variables (fields) in the prescribed order.
To import records, click the 'Import Data (SCTSs.csv)' button on the left. The
default location and file name for import is 'C:\TEMP\SCTS.CSV', but you may
change this to any other convenient location/filename.
Upon completion of an import, you will be presented with an import log
informing you of the success of your import, i.e. how many new/modified
records were imported, and how many records were rejected or need revalidating. You can revise previous logs by clicking the 'View Import Logs'
button to the left.
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For more detailed import information on individual field requirements, see
sections below on 'Importing SCTS Data…..
Importing SCTS Data
Requirements
File Format
There are two methods in creating new patient and procedure records in
SCTS, depending on whether you use a third party application which produces
SCTS data or input data directly into the CCAD SCTS database.

You will need to have an export module written by the software developer /
vendor.

Your database must contain all of the relevant fields based on V3.8 of the
core SCTS dataset.

All dates should be exported using 4-digit years. Where a date needs to
include a time (i.e. for treatment delays), the 2 should be exported as a
single fields for instance:”12/04/2000 14:35”

All fields must be separated by a comma and must be enclosed in
quotation marks like this: “1234567890”,”12/04/1948”,”M”,”69”……etc

Further information on the exact format is available on our website
www.ccad.org.uk

The data should be exported to a text file called SCTS.CSV, located in
directory C:\TEMP

NB: when exporting, if data is not available on a parameter, a blank
“placeholder” must be exported.

The export file must contain the following fields in the exact order. Please
see the full list below the File Format section.
The file is a CSV (comma separated variable) file. All values (even empty
ones) must be enclosed in quotes ("").
Each line (record) of the file must be properly terminated with a CRLF (carriage
return and line feed, ASCII characters 13 and 10 in decimal, 0D and 0A in hex).
Each line (record) is made up of 140 variables (fields) in the prescribed order.
A complete list of variable is shown below. The first number is the position of
the variable followed by a comma then a tab, the next number is the dataset
number, then a hyphen, followed by the field description, followed by a full stop
then the datatype.
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Details about the legal values for the fields can be found in the dataset,
www.ccad.org.uk
1,
1.01 - Hospital identifier. Text (single value)
2,
1.02 - Local Patient Identifier. Text (single value)
3,
1.03 - NHS Number. Text (single value)
4,
1.04 - Patient Name (Surname). Text (single value)
5,
1.05 - Patient Name (Forename). Text (single value)
6,
1.06 - Birth Date. Date (dd/mm/yyyy)
7,
1.07 - Sex. Text (single value)
8,
1.08 - Administrative Category. Text (single value)
9,
1.09 - Postcode Of Usual Address. Text (single value)
10,
2.01 - Angina status pre-surgery. Text (single value)
11,
2.02 - Dyspnoea status pre-surgery. Text (single value)
12,
2.03 - Number of Previous MIs. Text (single value)
13,
2.04 - Interval between surgery and last Q-wave MI. Text (single value)
14,
2.05 - Previous PCI. Text (single value)
15,
2.06 - Date of last PCI. Date (dd/mm/yyyy)
16,
2.07 - Previous cardiac, vascular or thoracic surgical interventions. Text (multivalue ;
separated)
17,
2.08 - Date of last cardiac operation. Date (dd/mm/yyyy)
18,
2.09 - Diabetes management. Text (single value)
19,
2.10 - History of hypertension. Text (single value)
20,
2.11 - Cigarette smoking history. Text (single value)
21,
2.12 - Renal disease at time of surgery. Text (multivalue ; separated)
22,
2.13 - History of pulmonary disease. Text (single value)
23,
2.14 - History of neurological disease. Text (multivalue ; separated)
24,
2.15 - Carotid Bruits. Text (single value)
25,
2.16 - History of neurological dysfunction. Text (single value)
26,
2.17 - Extracardiac arteriopathy. Text (single value)
27,
2.18 - Pre-operative heart rhythm. Text (single value)
28,
2.19 - Left or right heart catheterisation. Text (single value)
29,
2.20 - Date of last catheterisation. Date (dd/mm/yyyy)
30,
2.21 - Extent of coronary vessel disease. Text (single value)
31,
2.22 - Left main stem disease. Text (single value)
32,
2.23 - PA systolic. Numeric (integer)
33,
2.24 - Aortic valve gradient. Numeric (integer)
34,
2.25 - Left Ventricular End Diastolic Pressure. Numeric (integer)
35,
2.26 - Mean Pulmonary Artery Wedge Pressure / Left Atrial Pressure. Numeric (integer)
36,
2.27 - Ejection Fraction. Numeric (integer)
37,
2.28 - Ejection fraction category. Text (single value)
38,
2.29 - Intravenous nitrates or any heparin. Text (single value)
39,
2.30 - Cardiogenic shock (Pre-Operation). Text (single value)
40,
2.31 - Intravenous inotropes prior to anaesthesia. Text (single value)
41,
2.32 - Ventilated PreOp. Text (single value)
42,
2.33 - Intra-aortic balloon pump used. Text (multivalue ; separated)
43,
2.34 - Reason for Intra-aortic balloon pump use. Text (single value)
44,
2.35 - Operative urgency. Text (single value)
45,
2.36 - Number of previous heart operations. Numeric (integer)
46,
2.37 - Height. Numeric (integer)
47,
2.38 - Weight. Numeric (real)
48,
3.01 - Admission Date. Date (dd/mm/yyyy)
49,
3.02 - Date and time of operation. DateTime (dd/mm/yyyy hh:mm)
50,
3.03 - Responsible Consultant Surgeon. Text (single value)
51,
3.04 - Responsible Consultant Anaesthetist. Text (single value)
52,
3.05 - First Operator. Text (single value)
53,
3.06 - First operator grade. Text (single value)
54,
3.07 - First operator - Calman year of trainee. Text (single value)
55,
3.08 - First assistant. Text (single value)
56,
3.09 - First assistant grade. Text (single value)
57,
3.10 - First assistant - Calman year of trainee. Text (single value)
58,
3.11 - Cardiac Procedures. Text (single value)
59,
3.12 - Other Cardiac Procedures. Text (multivalue ; separated)
60,
3.13 - Other thoracic and vascular procedures. Text (multivalue ; separated)
61,
3.14 - Total number of distal coronary anastamoses. Numeric (integer)
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63,
64,
65,
66,
67,
68,
69,
70,
71,
72,
73,
74,
75,
76,
77,
78,
79,
80,
81,
82,
83,
84,
85,
86,
87,
88,
89,
90,
91,
92,
93,
94,
95,
96,
97,
98,
99,
100,
101,
102,
103,
104,
105,
106,
107,
108,
109,
110,
111,
112,
113,
114,
115,
116,
117,
118,
119,
120,
121,
122,
123,
124,
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3.15 - Graft Site. Text (multivalue ; separated)
3.16 - Graft Conduit. Text (multivalue ; separated)
3.17 - Graft Anastomosis. Text (multivalue ; separated)
3.18 - Number of valves replaced/repaired. Numeric (integer)
3.19 - Aortic valve haemodynamic pathology. Text (single value)
3.20 - Mitral valve haemodynamic pathology. Text (single value)
3.21 - Tricuspid valve haemodynamic pathology. Text (single value)
3.22 - Pulmonary valve haemodynamic pathology. Text (single value)
3.23 - Aortic valve explant type. Text (single value)
3.24 - Mitral valve explant type. Text (single value)
3.25 - Tricuspid valve explant type. Text (single value)
3.26 - Pulmonary valve explant type. Text (single value)
3.27 - Native aortic valve pathology. Text (multivalue ; separated)
3.28 - Native mitral valve pathology. Text (multivalue ; separated)
3.29 - Native tricuspid valve pathology. Text (multivalue ; separated)
3.30 - Native pulmonary valve pathology. Text (multivalue ; separated)
3.31 - Native aortic valve other pathology. Text (single value)
3.32 - Native mitral valve other pathology. Text (single value)
3.33 - Native Tricuspid valve other pathology. Text (single value)
3.34 - Native pulmonary valve other pathology. Text (single value)
3.35 - Reason for repeat aortic valve replacement. Text (multivalue ; separated)
3.36 - Reason for repeat mitral valve replacement. Text (multivalue ; separated)
3.37 - Reason for repeat tricuspid valve replacement. Text (multivalue ; separated)
3.38 - Reason for repeat pulmonary valve replacement. Text (multivalue ; separated)
3.39 - Other reason for repeat aortic valve replacement. Text (single value)
3.40 - Other reason for repeat mitral valve replacement. Text (single value)
3.41 - Other reason for repeat tricuspid valve replacement. Text (single value)
3.42 - Other reason for repeat pulmonary valve replacement. Text (single value)
3.43 - Aortic valve procedure. Text (single value)
3.44 - Mitral valve procedure. Text (single value)
3.45 - Tricuspid valve procedure. Text (single value)
3.46 - Pulmonary valve procedure. Text (single value)
3.47 - Aortic valve implant type. Text (single value)
3.48 - Mitral valve implant type. Text (single value)
3.49 - Tricuspid valve implant type. Text (single value)
3.50 - Pulmonary valve implant type. Text (single value)
3.51 - Aortic implant prosthesis name. Text (single value)
3.52 - Aortic implant prosthesis model. Text (single value)
3.53 - Aortic valve or ring serial number. Text (single value)
3.54 - Aortic valve or ring size (mm). Numeric (integer)
3.55 - Mitral implant prosthesis name. Text (single value)
3.56 - Mitral implant prosthesis model. Text (single value)
3.57 - Mitral valve serial number. Text (single value)
3.58 - Mitral valve size. Numeric (integer)
3.59 - Tricuspid implant prosthesis name. Text (single value)
3.60 - Tricuspid implant prosthesis model. Text (single value)
3.61 - Tricuspid valve serial number. Text (single value)
3.62 - Tricuspid valve size. Numeric (integer)
3.63 - Pulmonary implant prosthesis name. Text (single value)
3.64 - Pulmonary implant prosthesis model. Text (single value)
3.65 - Pulmonary valve serial number. Text (single value)
3.66 - Pulmonary valve size. Numeric (integer)
3.67 - Number of aorta segments operated on. Numeric (integer)
3.68 - Aortic pathology - Root. Text (multivalue ; separated)
3.69 - Aortic procedure - Root. Text (single value)
3.70 - Aortic pathology - Ascending. Text (multivalue ; separated)
3.71 - Aortic procedure - Ascending. Text (single value)
3.72 - Aortic pathology - Arch. Text (multivalue ; separated)
3.73 - Aortic procedure - Arch. Text (single value)
3.74 - Aortic pathology - Descending. Text (multivalue ; separated)
3.75 - Aortic procedure - Descending. Text (single value)
3.76 - Aortic pathology - Abdominal. Text (multivalue ; separated)
3.77 - Aortic procedure - Abdominal. Text (single value)
3.78 - Cardiopulmonary bypass. Text (single value)
3.79 - Predominant method of myocardial protection. Text (single value)
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128,
129,
130,
131,
132,
133,
134,
135,
136,
137,
138,
139,
140,
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3.80 - Cardioplegia - Solution. Text (single value)
3.81 - Cardioplegia - Temperature. Text (multivalue ; separated)
3.82 - Cardioplegia - Infusion mode. Text (multivalue ; separated)
3.83 - Cardioplegia - Timing. Text (single value)
3.84 - Non-cardioplegic myocardial protection. Text (single value)
3.85 - Cumulative bypass time. Numeric (integer)
3.86 - Cumulative cross clamp time. Numeric (integer)
3.87 - Total circulatory arrest time. Numeric (integer)
4.01 - Reoperation. Text (multivalue ; separated)
4.02 - New post-operative stroke. Text (single value)
4.03 - New haemofiltration or dialysis post-operatively. Text (single value)
4.04 - Discharge destination from cardiothoracic ward. Text (single value)
4.05 - Patient Status at discharge. Text (single value)
4.06 - Date of discharge / Date of death. Date (dd/mm/yyyy)
Format of an export file:
"value 1","value 2","","",......"value 139","Value 140"
"value 1","value 2","","",......"value 139","Value 140"
"value 1","value 2","","",......"value 139","Value 140"
Note:
Empty quotes ("") to highlight how to handle empty values.
..... signifies the continuation of the values
Exporting SCTS Data
The SCTS application enables you to extract data from the system for local
analysis using a number of analysis tools e.g. SPSS, Excel etc.
To export your data, click on “Export for offline analysis” in the
Import/Export section.
O/S – TO BE COMPLETED ONCE NEW EXPORT HAS BEEN ROLLED
OUT
The default location and file name for export is
'C:\TEMP\SCTSEXPORT.CSV', but you may change this to any other
convenient location/filename, as long as the directory (i.e. 'temp') exists.
Note: The export view will not show data which is encrypted, i.e. names,
DOB etc, but this data will appear in the export file.
Opening Export File in Microsoft Excel
To open the CSV file in Microsoft Excel, you should first open Microsoft
Excel, then open the file from there.
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Step 1. Open Microsoft Excel
Step 2. Goto FILE > OPEN
Step 3. Navigate to 'C:\TEMP', select 'All Files' from the 'Files of Type'
option at the bottom of the window, then select the 'SCTSEXPORT.CSV'
file, and click 'Open'.
Step 4. If you get the message 'This file is not in a recognizable format',
click OK and continue to step 5.
Step 5. Text Import Wizard - Step 1 of 3. Select 'Delimited', and click Next.
Step 6. Text Import Wizard - Step 2 of 3. Delimiters should be 'comma',
and Text Qualifier should be ", click Next.
Step 7. Text Import Wizard - Step 3 of 3. Click Finish.
The Life Status Document
The life status document is updated centrally by CCAD, and the information is
taken from updates from ONS (Office of National Statistics) giving mortality
tracking and missing NHS numbers. Once CCAD receives this information all
records in each of the central databases are updated. You can view the life
status record by clicking on the + sign next to the patient record – this will
reveal all procedures for that patient, as well as the life status record, if one
exists.
Selecting the ‘edit document’ button enables you to update the life status
document accordingly.
You can edit the Life
status document by
clicking
the
edit
document button.
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Online Views
A number of online analysis views are available in SCTS; these can be found
on the left hand side pane of the main navigator.
View/Edit Patient Data – this view provides a list of all records held on the
SCTS database for your hospital. It shows by patient, and each of these can
be expanded to show procedures and life status. Each column (Hospital,
Hospital Number, Initials and Date of Birth, Date imported) can be sorted so
that you can locate records with ease.
Procedures by Date – this view provides all surgical procedure records by
Year, month and procedure date.
Procedures
Data Completeness – data completeness for specified fields, by surgical
record.
Case Mix – information on procedures, by surgical record.
Outcome – information on procedure outcome, by surgical record.
The above 3 views are all built on surgical records, so that any changes made
to the surgical procedure record will be reflected immediately in these views.
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Missing NHS Numbers
View to show which records do not have an NHS Number recorded. It is
important, but not mandatory, to send in the NHS Number for accurate
mortality tracking.
Summary Data
Euroscore Quality – view which shows the quality of data sent in for each of the
fields used to determine Euroscore. Each value in the fields is compared to the
actual dataset, and will not be counted if the value imported is not in the
dataset. This view is updated overnight, so any changes to surgical procedure
records will only be reflected the next day.
Missing Data – at import time, each record is checked for validity and any
serious or warning messages are stored in it. This view shows each of the
messages stored so that you can correct the problems before the next import.
The fields are wiped each time the record is updated on import, so if any errors
have been corrected, this view will reflect that. However, if the record does not
have any changes on it, the fields will not be wiped.
Benchmarking
These two views show whether you are above or below the national average
for post operative length of stay for both 1st time CABG and 1st time AVR. You
can click on the Get Median button in either of these views to get the previous
year’s median (which is what the current year is compared to).
Enter the year you want to check (not the previous year) and then click Get
Median.
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The previous year’s median is displayed.
Online Help
Online help is available to all users within the SCTS application by selecting the
help button which can be found on the top of the left pane.
Help is available for general Lotus Notes questions, how to create records,
navigation, importing data, exporting data and information about security.
Deleting Records
The access levels in this database do not allow you to delete your own records
by manually selecting them and pressing the delete key. Instead, if you want to
delete certain surgical records (you cannot delete a patient record) you can
highlight it in the View/Edit Patient Data view.
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Highlight the surgical record(s) you want to delete, and click on Manage
Records – Mark Records to Delete. A message to say that non surgical
records will be ignored comes up. You will then be asked if you want to receive
email confirmation. If you do, enter your email address. Each record that you
have marked for deletion will have a red cross in the left hand margin so that
you can see which ones are waiting.
An agent runs every night through all records and removes those marked for
deletion.
If you realise after you’ve marked the record for deletion that you’ve made a
mistake, you can reselect the record and choose Undelete Record.
Excel Reporting
There is a graphic reporting tool available which, once you’ve entered your
criteria, open into Excel and display the results in bar graphs. There are local
reports (graphics based on your own hospital data only) and national reports
(comparison graphs between your hospital and the national averages).
The titles of each of the local and national reports are self explanatory, and
both work in almost the same manner.
Click on Excel Reports – choose which report you want to create.
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Creating Reports
This is the first screen you will come across. Click Start to continue.
The Hospital Selection tab will have your hospital already selected. Click Next
to continue.
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Enter the date range for the report. Clicking on the + and – increases or
reduces the date by quarter. The From date will give you the beginning of the
quarter and the To date will increase or reduce to the last day of the quarter.
You are also able to manually put the date in, and it doesn’t have to be
quarterly. You could, for instance, export data for 1 day in March if you chose.
Enter, and re-enter your password. This tab gives you information on the level
of security required. If the two password you enter do not match you will get an
error message and asked to do the passwords again.
At any time in this report creation process, you can click on Back if you need to
change any information.
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The Path & Filename tab requires you to either accept the default path and
filename, or to change it. Please note that some trusts do not allow files to be
saved on C:\. To change this, click on the yellow folder and navigate to the
directory where you want to save the report.
The final screen requires a choice between having your Excel report zipped up
or not. Creating a zip file is secure and easy to email out to others if necessary.
Once you’ve clicked on Finish you will see a progress bar on your screen which
indicates how far along the report creation process is. When it’s complete, you
will have the option of either opening the File or opening the Folder to choose
the file. Use the password you created on Tab 4 to open the file.
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The National comparison reports are created in the same way, except for the
date range. Because these are based on annual financial year data, you need
to select the year(s) you want to report on, instead of a date range. The data is
then taken from the overnight analysis records instead of your individual
surgical procedure records.
Other Tools
Export to Excel
Under Manage Records, there is a facility to Export to Excel. This is not the
same as the Export for Offline Analysis which exports all records within the
date range you specify and shows all items from the dataset and others. This
feature requires you to select the records in the view you are currently in that
you want to export. Click on Manage Records – Export to Excel and those
highlighted records will be exported as you see them in the view.
Export ONS Life Status Data
Under Import/Export there is an option to export life status data.
Here, you have the option of exporting all records or by date range.
There are also different combinations of data that you could export:
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Select which of the 4 options you want, and click OK. All records matching
your criteria will be exported, and at the end you will be told how many were
exported. The file, in this case, does not get opened automatically – you will
need to open Excel and then locate the file and open it, ensuring that you follow
the general procedure to open a csv file in Excel (see page 8 “Opening a File in
Microsoft Excel”).
CSV Analyser
Each time you import data to the SCTS database, a backup of your csv file is
taken and stored in the database, replacing the previous backup so only the
latest csv is stored at any one time.
In the CSV Analyser section, you can select your backed up file and click on
the Analyse CSV File(s). Enter an email address when prompted, and the
results of the analysis will be emailed you. The analysis is based on the current
dataset and it goes through each field in your import file and compares it to the
values allowed in the dataset. It will report back on errors in values, data types
multivalue vs single value and dates.
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