Introduction
This document outlines the data standards for uploading user records to the Pan NW London NHS Contract Register. It contains a list of fields and information about what data is allowed in each one.
To upload data to the Contract Register the data must be placed into a Excel spreadsheet (.xlsx) with each of the field names below used exactly for the column headings.
An easy way to get a compliant Excel file is to download one from the Contract Register itself. Either using the ‘Download Contracts’ button on the ‘Users’ page (which can provide a spreadsheet containing existing contract data for editing), or using the ‘Get Upload Template’ button from the ‘Import Spreadsheet’ > ‘Users’ page (which provides an empty template for adding new users).
It is possible to upload a spreadsheet containing both edits to existing users and new additions. Understanding the fields below will explain how to differentiate between the two.
The data standards outlined in the document must be followed exactly or the upload will be rejected by the Contract Register.
Contract Register Fields
Those mandatory fields have an asterisk next to them in the list below. All other fields can be left blank if desired.
NHS Trust *
Which NHS Trust the user belongs to. Must be one of the following values exactly:
- Central London Community Healthcare
- Chelsea & Westminster Hospital
- Imperial College Healthcare
- London North West Healthcare
- The Hillingdon Hospitals
- The Royal Marsden
- West London Mental Health
- Royal Brompton & Harefield
- Central & North West London Mental Health
Id *
A unique code generated by the Contract Register to refer to each user.
If you are uploading new users this must be left blank.
If you are updating records then the relevant Ids will be part of the user download (see Introduction) from the Contract Register and the Id number must be included in the upload file.
First Name *
This is free text and is intended to be the first name or names of the user.
Last Name *
This is free text and is intended to be the last name or names of the user.
Email *
The email address of the user, must contain an ‘@’. The email address must be unique to the user, so two separate user records cannot share an email address.
Access Level *
The level of access granted to the user in the Contract Register. Must be exactly one of the values bolded below in the explanations of those levels.
- Contract read – The user can read and search all contracts in the Contract register
- Contract edit – The user can read and search all contracts in the Contract register. They can also add to and edit the contracts for their Trust.
- Contract admin – The user can read and search all contracts in the Contract register, and add to and edit the contracts for their Trust. They can also delete and undelete contracts for their Trust.
- Administrator – The user can read and search all contracts in the Contract register, add to and edit the contracts for their Trust, and delete and undelete contracts for their Trust. They can also add and edit the users (and their access levels) for their Trust.
Last Login
This is controlled by the system so can be ignored in the uploads.