ICMART Data Collection Forms: Guide for Use

The ICMART Data Collection Forms have been enhanced to include built-in data
validation within forms and across forms. This allows users to check their data entry
as it is completed. The following guide outlines how to use these built-in functions to
validate data entry.
If you have any issues or questions about using the forms, please contact Silke Dyer
(silke.dyer@uct.ac.za).

Before you begin

The ICMART Data Collection forms are now in a Microsoft Excel Macro-Enabled
Workbook (.xlsm). Please ensure macros are allowed in your Microsoft Excel
settings and Microsoft Outlook settings (if this is how you received the data collection
form).
Please note, ICMART Data Collection forms are not compatible with Microsoft
Excel 97-2003 nor Microsoft Excel 2007. Microsoft Excel versions 2010 and
later are recommended.
If macros are not enabled in Microsoft Excel and/or Microsoft Outlook, you can follow
the steps below to enable Macro settings.

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Users using a Windows Computer
To check your settings in Excel 2010 or MS Outlook, navigate to:
File→ Options→ Trust Centre→ Trust Centre Settings→ Macro Settings→ Select the
option “Enable all macros (not recommended; potentially dangerous code can run)”
→ Click “OK”
For more information, you can refer to the Microsoft tutorial in the link below
https://support.microsoft.com/en-us/office/change-macro-security-settings-in-excel-
a97c09d2-c082-46b8-b19f-e8621e8fe373?ui=en-us&rs=en-us&ad=us
To enable macros in all Microsoft Office applications, please refer to the Microsoft
tutorial in the link below
https://support.microsoft.com/en-us/office/enable-or-disable-macros-in-office-files-
12b036fd-d140-4e74-b45e-16fed1a7e5c6
Users using an Apple (MAC) Computer
For users using Excel for Mac Version 2011:
By default, Excel will pop up a warning when you try to open a file that contains
macros. If you prefer to eliminate the warnings which is not mandatory for validation
process to be executed, follow the below steps.
Note from Microsoft: If you disable macro virus protection, you run the risk of
infection, which could result in serious damage to your data.

Excel menu→ Preferences→ Sharing and Privacy→ Click Security → Clear

the Warn before opening a file that contains macros check box.

For users using Excel for Mac (Newer than Version 2011):
Excel menu→ Preferences→ Security & Privacy→ Select the option “Enable all
macros”
For more information, you can refer to the Microsoft tutorial in the link below
https://support.microsoft.com/en-us/office/enable-or-disable-macros-in-office-for-
mac-c2494c99-a637-4ce6-9b82-
e02cbb85cb96#bmxl&ID0EAABAAA=Newer_versions

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Completing the Forms
Step 1: Navigate to Form
Select desired form from the list of sheets at the bottom of the excel file. Please note,
that ‘F1 Overview’ must be completed first.
Step 2: Enter data
Use the drop-down menu starting in cell C5 in ‘F1 Overview’ to select the country
name(s) for which you will provide data. Enter appropriate data into the rest of the
form.

TIP: Made a mistake or want to start over?

If you make a mistake or wish to clear all data entry from a
form, click the ‘Clear Form 1 entries’ button, located at the
bottom of the page.

Step 3: Validate data

Once the form is complete, you can immediately validate your data entry by clicking
on the green button ‘Validate Form 1’, located at the bottom of the page.

A message will be displayed asking you to confirm that you wish to validate the form.
Click ‘OK’ to proceed.

‘F1 Overview’ will now be processed through the data validation checks.
DO NOT exit Microsoft Excel during this time.
Processing may take up to 5 minutes (depending on
how many countries are entered in the form). When
the validation is completed a message will display
confirming its completion.

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Step 4: Review data
If there are data errors in your form, the form’s tab colour will change to red and the
cells with errors or invalid data will be highlighted in yellow with red text.

TIP
Click on the yellow cells or hover
your mouse over the cell to see a
description of the error and
which columns need to be
reviewed.
Apple MAC Users, please see
note below regarding error
messages.

Note: For Mac users, the size of the error message boxes is fixed. To expand the
error message box so you can view the entire message, please follow the steps
below:
1. Select the cell which contains the error message you wish to expand.

2. Go to Review Tab → Click “Edit Comment” (Ensure the target cell is selected as
described in Step 1 above, otherwise the “Edit Comment” button will not appear).

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3. Manually adjust the error message box to appropriate size, using the re-size
points in each corner.

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Step 5: Address data errors
Once you have addressed all errors within a form, you may repeat Step 3 to re-
validate your data.
Note: You may not be able to correct some errors. Forms can still be saved and
submitted to ICMART even if they contain data errors. Please use the “Comments”
column at the end of each form to explain why data errors remain.

Repeat Step 1 to Step 5 for each form

Step 6: Validate all forms

Once all forms are completed, navigate to the ‘Validate all forms now’ sheet to
perform the final, overall validation of your submission. This validation is a cross-
validation which looks for data errors or data inconsistency between forms. This may
take up to 15 minutes depending on the number of countries entered in each form.
DO NOT exit Microsoft Excel during this time.
If there are errors in any forms, repeat Step 4 to Step 6.
If there are errors which you cannot correct, please add an explanatory comment in
the comment section provided in the appropriate form. You may then proceed to
submit the file to ICMART.
If there are no errors, you may save your file and submit to ICMART.

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Things to keep in mind
1. Enter the list of all countries you will provide data for in ‘F1 Overview’. You
can enter different country names in different forms (F2 to F11). For example,
it is okay if you have data in ‘F4a Embryos and Fresh ART’ for country 1,
country 2 and country 3 but in ‘F4b Embryos & FET’, only have data for
country 1. In this case, across-form validations for F4a and F4b will only be
performed for country 1.

2. Copying and pasting data from another excel workbook or sheet is allowed.
However, inserting (different from pasting) copied cells from another excel
workbook is not allowed as this will overwrite validation rules.

3. Numeric fields (i.e. fields requiring numbers) only accept non-negative

integers to be entered. If a decimal (e.g. 2.3) or negative integer (e.g. -6) is
entered, the validation process will be terminated, and an error message will
pop-up identifying the cell location of the invalid data. Please navigate to the
cell to correct the data entry.

4. If any data is missing or unknown at the time of submission, please leave the
corresponding cell blank.
For example, in ‘F3a Age & Fresh ART’, if the number of transfers after IVF is
unknown for Age <= 34, then leave the cell blank.

5. If any data is known to be 0, please enter 0 in the corresponding cell.

For example, in F3a, if the number of transfers after IVF is known to be 0 for
Age <= 34 (i.e., no transfers took place for patients aged 34 or less), then
please fill the cell with the value 0.

6. Do not insert columns into any form. This will undermine the validation
processes.

7. Row insertion is permitted if you wish to add more rows to submit data for
more than 10 countries. However, please do not copy entire rows from
another excel workbook and insert into any of the ICMART Data Collection
Forms.

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8. Do not use format painter in any form. It will undermine validation processes.

9. If you use third party software (e.g. SQL Server, Python, Stata, etc.) to enter
data into the ICMART Data Collection Forms directly, please ensure the
appropriate number of rows are inserted into the ICMART Data Collection
Forms in advance. If you encounter any issues, please contact Silke Dyer.

10. You can still submit your Data Collection Forms to ICMART with data errors if
you believe the data is accurate. Please use the “Comments” column at the
end of each form to explain why data errors remain.

11. In any form, if you wish to clear all entries in any form including all entered
data, formats, and notes, you can simply press the “Clear Form X Entries”
button at the bottom of the form. Please be careful when using this function
because it is irreversible.