Import Data (Upload and Import Data)

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Overview

The Import Data (Upload and Import Data) section in UDI Hub allows you to upload, pre‑validate, and import Excel templates into the system.
This is the central point for managing your UDI data entry process — from initial validation to the final import into the productive database. The purpose of this area are two‑steps:

1. Upload – Validate and review data before committing it to the system.
2. Import – Transfer validated and compliant data into the UDI Hub database.

Validations are performed to ensure that all mandatory information is provided, data follows business rules defined by the authorities, and that relationships between Basic UDI‑DIs and Devices remain consistent.

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Upload Area

At the top of the page, you will find the upload zone.
Here you can drag and drop your prepared Excel file (e.g., Device or Basic UDI‑DI template). After a file has been dropped:

1. You can add a Change Name — a custom label that helps track modifications and provides clear traceability in the history log.
2. Click Generate Instance to create a new upload instance.
      This step triggers an entry in the Upload History table below.

Once the instance is generated, the system automatically starts the validation process. In the Validate column, you will see the current validation status:

• Processing… – The uploaded data is being checked.
• Validated – All business rules and mandatory fields are fulfilled.
• Validated with Errors – The file contains errors or missing data that must be corrected.

The validation time depends on the file size and the amount of data being processed.

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Validation Results and Error Review

When validation is completed, you can click on the status (e.g., Validated with Errors) to open detailed feedback. You will see a list of all identifiers included in the uploaded file, categorized into:

• Valid – entries that passed validation and are ready for import.
• Invalid – entries that failed mandatory or business‑rule validations.

Selecting a specific identifier opens a detailed error report on the right‑hand side.
Below that, the Details section lets you review all data values that will be written into the system. If corrections are required, you can drop a new Excel file directly into the header area to replace or update the current instance.
This enables quick iteration and revalidation without losing historical traceability. In the header, the uploaded file name (e.g., Name.xlsx) appears as a blue, clickable link — allowing you to download exactly the file that was uploaded.
You can also adjust the Change Name later if needed for better documentation.

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Import Process

Once a dataset is fully validated and has no remaining errors, the Import Process button becomes active in the Upload History list. Clicking Import transfers the validated data into the UDI Hub system.
At this stage, the data becomes visible and usable under UDI Management.
Until the import is completed successfully, uploads don’t create or change data within the system.

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Upload vs. Import — What Happens in Each Step

Before data becomes part of the UDI Hub database, it goes through two separate stages: Upload and Import.

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Upload

During Upload, the system extracts and validates data from the Excel file and stores it as an upload instance in the database.
However, this step does not yet generate a data record or version in the Data Management area.

• Validation runs against the UDI Hub data model, ensuring correct structure, field formats, and mandatory or dependent mandatory fields.
• DI Trigger rules are checked to ensure no restricted updates after publication.
• It also applies business rules defined in the internal validation rule catalog aligned with authority requirements.
• Since no active record or version is created yet, users can safely delete or replace an upload instance if data needs to be corrected.

This design gives flexibility to correct and re‑validate before committing data to production.

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Import

Once a file has been successfully validated, the Import step transfers its content into the data management layer, creating a new version of the data.
At this point, the data becomes active and visible within UDI Management.

• Before import, a brief re‑validation ensures the file still aligns with the current data model (important if changes occurred since the initial upload).
• The import focuses on system integrity and process control, including:
  • Ensuring that referenced Basic UDI‑DIs already exist before device data is imported.
  • Blocking imports if an existing record (e.g., a device) is still in process or submission, to prevent inconsistencies between UDI Hub and external authority systems.
• Only after all checks pass is the data written as a new version to the system.

This multi‑step approach ensures data quality, compliance, and consistent synchronization with external systems.

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Upload History Table

The Upload History table lists all upload instances and tracks their complete lifecycle: Deleting an unimported instance ensures that no outdated files remain in the system and that change logs stay consistent.

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Change Tracking and Re‑Uploads

Every upload generated in UDI Hub is stored with its timestamp and change name for complete traceability.
When multiple uploads for the same dataset occur, the latest instance replaces earlier versions but keeps the historical log for auditing. If a correction file is uploaded, the system automatically re‑validates it and updates the status accordingly.
This ensures that validation feedback is always based on the current version of your Excel file.

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