REDCap does not have a document upload or survey import button - you cannot open REDCap and upload a Word or PDF instrument directly. The supported method is the Data Dictionary CSV import: a structured 18-column CSV file that defines every field REDCap will create. This guide covers the full import workflow from generating the Data Dictionary to completing post-import configuration.
Two Ways to Get a Survey Into REDCap
Option A - Data Dictionary CSV import (recommended for instruments of any size). Generate or build an 18-column CSV defining all fields. Import via Project Setup > Data Dictionary > Upload File. All fields created at once. Fastest method for instruments with 10+ fields.
Option B - Online Designer (one field at a time). Add fields individually in REDCap's instrument builder. Practical only for very short instruments (under 10 fields). For longer instruments, this takes hours and introduces transcription risk.
Step 1 - Generate the Data Dictionary
Using Pirai AI (fastest): Upload your Word, PDF, or Excel instrument to platform.piraiai.com. Review extracted questions. Select REDCap. Download the Data Dictionary CSV. Takes 15-20 minutes for a 40-field instrument.
Building manually: Download the blank Data Dictionary template from any REDCap project (Project Setup > Data Dictionary > Download current). Open in Excel. Fill one row per field with all required columns: Variable/Field Name, Form Name, Field Type, Field Label, and Choices for radio/checkbox fields. Save as CSV. Takes 4-6 hours for a 40-field instrument.
Step 2 - Import Into REDCap
Method 1 - Via Project Setup:
1. Open your REDCap project. Go to Project Setup tab.
2. Under "Design your data collection instruments" click the Data Dictionary button.
3. Click "Upload File" and select your CSV file.
4. REDCap shows a preview of changes - fields to be added, modified, or deleted.
5. Review the preview carefully. Click "Commit Changes" to import.
Method 2 - Via Online Designer:
1. Go to the Online Designer. Click "Upload instrument zip or CSV" at the top right.
2. Select your CSV and click Upload. Fields are added to the selected form.
Common Import Errors and Fixes
| Error Message | Cause and Fix |
|---|---|
| "Invalid field type" | Field Type value not recognised. Use only: text, notes, radio, checkbox, dropdown, yesno, truefalse, slider, calc, descriptive, file |
| "Duplicate variable name" | Two fields have the same Variable/Field Name. All variable names must be unique project-wide. |
| "Variable name contains invalid characters" | Variable/Field Name has capitals, spaces, or special characters. Use only: a-z, 0-9, underscore. Must start with a letter. |
| "Choices not properly formatted" | Choices column not in correct pipe-delimited format. Required format: 1, Label | 2, Label (note space after comma and around pipe) |
| "Variable name too long" | Variable/Field Name exceeds 26 characters. Shorten the variable name. |
Step 3 - Post-Import Configuration
After the Data Dictionary import creates all fields, open the Online Designer to complete configuration:
- Branching logic: Click the branching icon next to any field to add conditional display rules
- Required fields: Click the required asterisk to make a field mandatory before form submission
- Field validation: For text fields, click to add date format, number range, or email validation
- Identifier flags: Mark fields containing PHI/PII with the identifier flag for HIPAA compliance tracking
- Enable survey: In Project Setup, enable Survey functionality for the form if participants will complete it via survey link
Frequently Asked Questions
REDCap does not support direct document upload. The import method is: (1) Generate a Data Dictionary CSV with all 18 columns defined, (2) Go to REDCap Project Setup > Data Dictionary > Upload File, (3) Select your CSV, (4) Click Commit Changes. All fields are created instantly. Use Pirai AI to generate the Data Dictionary from Word, PDF, or Excel in 15-20 minutes.
No. REDCap does not accept Word document imports. You must first convert the Word document to a REDCap Data Dictionary CSV. Pirai AI converts Word instruments to REDCap Data Dictionary format automatically - upload at platform.piraiai.com, select REDCap, download the CSV, and import via Project Setup > Data Dictionary > Upload File.
Common causes: (1) Variable/Field Name contains capitals, spaces, or special characters - use lowercase and underscores only. (2) Choices column not in pipe-delimited format - must be: 1, Label | 2, Label. (3) Invalid field type - use only: text, notes, radio, checkbox, dropdown, yesno, truefalse, slider, calc, descriptive, file. (4) Duplicate variable names. REDCap shows the specific error in the import preview.
After importing the Data Dictionary, go to Project Setup. Under Enable optional modules and customisations, click Enable for Surveys. Then in the Online Designer, click Enable Survey for the specific form. Configure survey settings (access, notifications, completion) in Survey Settings for that form.
Generate Your REDCap Data Dictionary and Import in Minutes
Upload Word, PDF, or Excel. Pirai AI generates the 18-column Data Dictionary CSV. Import into REDCap in one step. Free daily credits.
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