User Guide

Get certified by completing our SPORIFY Users Training course which is available via the CorrIT Training Academy. Contact your local SPORIFY administrator for more information.

General Information

System Overview

The features of the system include:

Functions

Provide the ability to match preformatted lists (CSV or Excel) to SPOR Master Data Management Services RMS & OMS and G-SRS Substance List (Target Systems) via a matching module.
Provide the ability to create and set Resolution Status to each term on your uploaded list.
Provide the ability to assign Tags to Source and Target Data.
Export each list you have uploaded along with the associated Resolution Status, Tags, Data Insights and any associated Mapping Data from the matched Target System as applicable to your list.
Provide an overview of your activity and Mapping Status via chart-based reports. These reports are known inside SPORIFY as Dashboard, Overview and Data Insight pages.
Provide an overview of the information available in Target Systems services.
Provide notifications to highlight when Target Information is updated.
Follow Favourites: Allow users to follow SPOR RMS Lists or OMS Organisations that are of interest to them.
Provide the ability to govern Referentials, Organisations and Substances data records.

Note: Features available are dependent on the subscription plan you have licensed; not all features are available for all subscription plans.

Profile Settings

My Settings:

User details: Name, Surname, Email Address, Phone Number, Username.
Set default time zone information as it applies to your user account.

Change Profile Picture:

Users have the option to upload their profile picture to the system.

Login Attempts:

View all login attempts by your account.

Change Password:

Change your password by entering your current password before adding your new password and clicking the Save button.

Linked Accounts - Manage Accounts:

Enterprise customers who have multiple tenant accounts can link their user accounts across their tenant accounts. This allows the user to login to SPORIFY once to work on behalf of multiple tenants if required.

Single Sign On (SSO)

Logging In To SPORIFY Using SSO:

Insert the relevant credentials.
Click the Single Sign On button.
- The user is redirected to Okta/Azure/OneLogin.

Login via Okta/Azure/OneLogin.
- If the user has already signed up, they are redirected to SPORIFY.
- If the user has not already signed up, they are redirected to the SPORIFY Sign Up screen.
To sign up, fill in the following fields:
- Tenant
- First name
- Surname
- Email
Click the Submit button.
- A confirmation email is sent to the user. Via this email, the user is required to confirm their email address.
- The user must then wait for their account to be activated by system admin.

Notifications

Notification Summary

Latest Updates:

Summary of all Target System Activity since you last logged into SPORIFY.
The latest 10 are shown in the list, while all others are made available by clicking See All Notifications.
Clicking a notification will navigate you to the Target System Activity page which is filtered to display the items the notification refers to.
Reset badge icon count by setting all notifications to Read.

Notification Settings

Available Settings:

Receive Notifications: On/Off
Scroll and view all previous notifications
Select the notification types you wish to subscribe to: New User Registration (admin only), Target System Updates, Synchronisation Updates, Follow Favourites
Subscribe to Newsletter

Notification Centre

Available Settings

Filter by All/Unread
Refresh notifications
Set all as Read

Data Governance Notifications

Notifications are sent to reviewers and approvers during the data governance process. * Reviewers are notified when a record is ready to be reviewed. * Approvers are notified when a record is ready to be approved. * Reviewers are notified when an approver has rejected a relevant record.

SPORIFY Dashboard

Dashboard Explained

The SPORIFY Dashboard provides an overview of your activity on SPORIFY and external activity on Target Master Data Systems (SPOR & G-SRS). Where applicable the data in charts and activity lists can be filtered to a particular domain of data by selecting the relevant tabs.

Overview Explained:

Panel 1:

The left-hand side of the Dashboard is dedicated to SPORIFY activity, showing the activity your users have carried out in the system. The SPORIFY Activity panel shows the activity of you and/or your organisation within the SPORIFY application.

Panel 2:

The right-hand side of the Dashboard is dedicated to Target Master Data activity, showing the latest information activity from each Target System available in SPORIFY with options to filter by All, SPOR RMS, SPOR OMS, G-SRS or Favourites as applicable to your subscription.
The Target System Activity panel shows the latest updates on subscribed external Target Master Data Systems and provides click-through access to the details on each item listed.
If you subscribe to the Target System or to the Follow Favourites feature, you can see the latest updates to the Target System. You can likewise view your selected Favourites in summary and click on each item for more detail.
The Target System Activity heading is also a link to the Target System Activity detail page.

Target System Activity

Target System Activity Explained

Search based on the following criteria:

Term Name
Organisation Name
Substance Name

Filter based on the following options:

Date Range
System
- SPOR RMS Lists
- SPOR RMS Terms
- SPOR RMS Change Requests
- SPOR OMS Organisations
- SPOR OMS Locations
- SPOR OMS Change Requests
- G-SRS Substances
- SMS Substances
Favourites
- Favourites Only (show only activity on your followed items)
Action
- Created
- Updated

Referentials

Overview

Overview Explained:

Panel 1:

Bar chart outlining the data’s current Mapping Status for each list

Panel 2:

Count Overview: Source Systems, Source Lists, Source Terms
Summed total overview of Source List Status
Resolution Status overview by Source Term
Tag Count Summary

Panel 3:

SPOR Detail: Available Lists, Terms and Languages in EMA SPOR Master Systems
Timeline of EMA SPOR RMS Master Data activity:
1. List by modified date
2. Terms by modified date

Source Lists (Mapping)

Template: Formatting Source Data:

How to Format Your Source Data:
1. Download the Standard Referential Excel or CSV Template by clicking on the Templates Action Button. This template can be used for all of your Source RMS lists.
2. Data Format Required: SPORIFY requires two mandatory* and three optional pieces of information to carry out Referential Data Mapping:
  1. Term ID* (Unique identifier)
  2. Term Name* (Full term name)
  3. Term Short Name (Short name of term)
  4. Term Other Name (Alternative name of term)
  5. Term Description (Term detail description)
3. Using Excel: If your workbook has multiple worksheets you must select the required worksheet to import from.
4. Using CSV: Each column of data should be delimited with a comma.
5. If your column text contains the delimiter character, the text should be wrapped in quotation marks. For example, Capsule, Soft is formatted as “Capsule, Soft” to correctly import the delimiter character.
6. CSV files should be saved with UTF-8 encoding to preserve special characters.

Sample Populated Template Excel file. Data Format: “Local Term ID, Local Term Detail”

Sample Populated Template CSV file. Data Format: “Local Term ID, Local Term Detail”

How to Format Your Source Data, including existing Term mappings:
1. Download the Advanced Referential Excel or CSV Template by clicking on the Templates Action Button. This template can be used for all of your Source RMS lists.
2. Data Format Required: SPORIFY requires two mandatory* and three optional pieces of information to carry out Referential Data Mapping:
  1. Term ID* (Unique identifier)
  2. RMS Term Id
  3. Term Name* (Full term name)
  4. Term Short Name (Short name of term)
  5. Term Other Name (Alternative name of term)
  6. Term Description (Term detail description)
3. Using Excel: If your workbook has multiple worksheets you must select the required worksheet to import from.
4. Using CSV: Each column of data should be delimited with a comma.
5. If your column text contains the delimiter character, the text should be wrapped in quotation marks. For example, Capsule, Soft is formatted as “Capsule, Soft” to correctly import the delimiter character.
6. CSV files should be saved with UTF-8 encoding to preserve special characters.

Sample Populated Template Excel file. Data Format: “Term Id, RMS Term Id ,Term Name, Term Short Name, Term Other Name, Term Description”

Sample Populated Template CSV file. Data Format: “Term Id, RMS Term Id, Term Name, Term Short Name, Term Other Name, Term Description”

Upload: Importing Data

Fields Explained:

List Name: Local list name/friendly name which you will recognise for your internal list.
System: Name of the Local System that your list is from. Custom System Names is subject to subscription level. If only one system is available, the name is always “Default”.
RMS List To Match: Select the list you wish to match your local list against from all available list names.
List Language: This drop-down menu is populated based on the Referential list selected in the previous field. Every Language available in the Referential list will be displayed for selection. SPORIFY uses a matching algorithm to look across all available languages for matches, but you can select your primary language here.
Select Source Excel or CSV File: Browse your computer network and select the source file to upload. By default, the system expects CSV files to be delimited with a comma.
Click Save to import your data and run the SPORIFY Matching Algorithms.
Click Cancel to clear all fields and return to previous screen.

Note: Source Lists containing more than 1000 records will be imported via background job. As soon the import is finished, a notification is displayed.

Actions Available on List

View Terms

Click View Terms to gain access to the list of terms. Here you can view all Source Terms and their associated mappings.

Edit

Click Edit to gain access to list information. Here you can edit the list name and associated system.

Edit Explained:

Edit List Name
Edit associated system

Update

Click Update to gain access to options related to updating your list content. Here you can select to overwrite the list or merge a new list to your existing list.

Update Explained:

Select Source Excel or CSV file
Upsert List
- This option will perform insert and update operations on your current list based on the differences found in the selected list. Where Source ID is equal on both lists all current resolution status and matching information will be retained. Where duplicate Source IDs are detected these records will be skipped.
Overwrite List:
- This option will delete your current list and replace it with the selected list. All current Resolution Status, Source Tags and matching information will be deleted.
Merge List:
- This option will perform insert, update and delete operations on your current list based on the differences found in the selected list. All current Resolution Status, Source Tags and matching information will be retained where Source ID or Term Name are equal on both lists.

Delete

This option will delete your current list from SPORIFY. You will be prompted to confirm deletion. This operation is not reversible.

Export

The list will be exported to Excel. Exports will contain your original data and also the matched data and any associated Resolution Status, Tags or Data Insight.

Mapping

SPORIFY Mapping Explained

By default, SPORIFY will analyse your uploaded data and apply a Resolution Status to every term you have uploaded.
System Based Resolution Status:
1. Matched: SPORIFY has located an exact match for your term on the Target Referential list.
2. Multiple Choice: SPORIFY has located multiple exact matches for your term on the Target Referential list. Note: When matching to Hierarchical lists, multiple choice will be allocated where identical term names with different term IDs are related to different parent terms.
3. Suggested: SPORIFY found Target Referential Terms that are closely related to your local term.
4. Not Set: SPORIFY could not locate any term similar to your local term.
SPORIFY provides mapping functionality to both Hierarchical and Non- Hierarchical lists. When matching to a Hierarchical list the corresponding matched terms will display the term parent in sub text under the matched term. When reviewing suggestions, users can view parent term information by hovering their mouse over the relevant term name text in the list of returned suggestions.
Once your lists are uploaded, each list will have a progress bar showing Resolution Status percentage for the given list.
Above all lists, an overall progress bar will show your Resolution Status percentage across all lists.
Colour coding is used to indicate match types. In the case of imported mappings only, colour coding will be based on the text match, even if the mapping was done by an exact ID match.

Manually Matching Terms

Click on Source List Name to move to the manual matching grid.
Matching Grid Explained
1. Resolution Status
2. Source Term
  - Subtext (where available)
    - Source ID
3. RMS Term
  - Subtext (where available)
    - Term ID
    - Short name
    - Symbol
    - Parent Term (Hierarchical lists)
4. Info: This column displays Match Type information e.g. exact or fuzzy match
5. Created: Who created this record and when
6. Updated: Who last updated this record and when
7. Source Tags: Tags associated to your local data
8. Target Tags: Tags associated to the Target Term Data

Assigning Data Tags to Source Data and Target Term Data

Assign Source Tags:
Method #1
1. Select the Source Term on the grid.
2. Click Add Tag and select one or more Tags as required.
3. Click Save.

Method #2
1. Select the tag icon under the Source Tags column on the data grid.
2. Add or remove tags as required from the Tags control.
3. Click Save.

Assign Target Term Tags:
Method #1
1. Select the Target RMS Term on the grid.
2. You will be redirected to the Term Detail page for the selected term.
3. Add Tags by using the Add Tags input box under the Term Name heading.
4. Tags are automatically saved when assigned to Target Data.

Method #2
1. Select the tag icon under the Target Tags column on the data grid.
2. Add or remove Tags as required from the Tags control.
3. Click Save.

Searching and Advanced Filters

Search across the data in the data grid using the following fields:
1. Source Term
2. RMS Term
Advanced filters allow data to be filtered by the following fields:
1. Status
2. Match Type (dependent on status selected)
3. Language
4. Tag
Refresh: Refresh the data grid with the results of the selected filters.
Clear: Reset all filters to default.

Export

Export is where you access your Mapped Data. Exports will contain your original data and also the matching RMS data and any associated Resolution Status, Tag or Data Insight. Remaining RMS items are also provided on the exported file. This informs you of the items you are missing from your Source Data.

Target Lists (Term View)

Target Lists

List View

Search: List Name across all available lists.
Filters:
- Favourites: Limit your search to lists marked as a favourite.
- Domain: Limit your search to the selected domain.
- List Status: Limit your search to the selected status.
- List Owner: Limit your search to the selected owner.
- Tags: Limit your search based on Tags you have applied to the Target Data.
Refresh: Clicking the Refresh button will update the dataset based on the selected search and filters applied.
Clear: When filters are present, a Clear button will appear which you can click to clear all filters at once.

List View Grid

The Target List grid is designed to provide as much information about a given list as possible while remaining user friendly. Hyperlinks are provided inside the grid on the List Name column to navigate to pages with more detail regarding the selected item.

List ID:
- Subtext (where available)
  - Status
  - Domain
List Name:
- Subtext (where available)
  - List ID
  - Owner
  - Hierarchical List (Hierarchical lists only)
Modified:
- Modified date of the Term and the associated Term Version number in subtext.

Term View

Search: Term Name across all available lists.
Filters:
1. RMS List: Limit your search to the selected list.
2. SPOR Languages: Display the Term Name in the selected SPOR language where available.
3. Domain: Limit your search to the selected domain.
4. Term Status: Limit your search to the selected status.
5. Translation Status: Limit your search to the selected translation status.
6. Tags: Limit your search based on Tags you have applied to the Target Data.
Refresh: Clicking the Refresh button will update the dataset based on the selected search and filters applied.
Clear: When filters are present, a clear button will appear which you can click to clear all filters at once.
Follow Lists: Clicking the Follow Lists button will navigate you to a page listing all available lists. You can follow any list by clicking the star icon to the left of the list.

Target List (All Terms) Grid

The Term View All Terms grid is designed to provide as much information about a given term and its current status as possible while remaining user friendly. Hyperlinks are provided inside the grid on the Term Name, List Name and List ID to navigate to pages with more detail regarding the selected item.

Term ID:
- Subtext (where available)
  - Term Status
  - Domain
Term Name (language): Term Name in displayed language and associated translation status.
- Subtext (where available)
  - Term ID
  - Short name
  - Symbol
  - Parent Term (Hierarchical Lists)
- Clicking the Term Name will navigate to the Term Detail page.
- Clicking the Parent Term Name will navigate to the Parent Term Detail page.
Modified: Modified date of the Term and the associated Term Version number in subtext.
List Name: Name of the list on which the Term can be found. Clicking the name will navigate to the List Term page. Clicking the List Name will navigate to the List Term Page.
- Subtext (where available)
- List ID
  - Clicking the List ID will navigate to the List Detail page.
- List Owner
Tags

Follow Favourites

To follow all changes to a given list, select the star to the left of the list ID on the grid.

Note: Selecting a Term Language on this page will take you to the All Terms page for the selected list prefiltered to the clicked language.

Hierarchical Lists

Hierarchical Lists are lists with terms that can be related to each other. A Hierarchical Term may have one or more Parent Terms associated with it.

Hierarchical Lists are denoted as Hierarchical in SPORIFY under the given List Name on the List Data grid and also under the List Name heading on the List Detail page.

Hierarchical lists have an additional view option known as Hierarchy View.

While in Hierarchy View, terms are displayed in a tree view structure. Parent Terms are displayed with a + button on the left side of the grid, which can be expanded to show related Child Terms. Hierarchies can be multiple layers deep and the + button can be used to expand or collapse the Hierarchy as required.

Term ID: Term ID

Subtext (where available)
- Term Status

Term Name: Clicking the Term Name will navigate to the Term Detail page

History Comparison

SPORIFY is monitoring changes on RMS Terms and provides a history comparison feature to compare the two versions of a term and highlight the changes. Every changed value is highlighted with a color:

Green represents a value that was added
Red represents a value that was modified or removed.

The change are captured for Term Details, Term Names, Description and Term Mappings. The total number of differences between two selected versions is displayed in the center of the screen.

Available Actions:

Older Version
Newer Version
Export

Note: Full data history is not available from SPOR. SPORIFY will archive all available versions while synchronising for comparison purposes.

Data Governance

When Data Governance is switched on for this domain, target data records can be governed via Referentials Source Lists, Referentials Target Lists and Referentials Term Details screens. Referentials target data records will be governed at term level.

A record’s data governance status is initially set to Pending Review. The reviewer can then set a custom status and add an optional comment and the approver can thus accept or reject this status. Comments will be visible by hovering over the comment icon. If the approver rejects the status, then the record is set back to Pending Review. Any approver can also reject an item after it has already been approved to restart the process.

If the 4 eye principle is switched on, the reviewer and approver cannot be the same user.

If e-signature is switched on, the user must apply an e-signature to approve the record.

Users can simultaneously govern multiple records on the Referentials Source Lists screen when Governance Required is switched on, the user has been granted the Bulk Govern permission for Referentials, and a Data Governance Stage filter has been applied. This action can be carried out using the associated Bulk Actions button.

Available Actions:

Enable/Disable

Govern (Stage: Pending Review)
- Set Review Status
  - Add Comment

Govern (Stage: Reviewed)
- Accept
  - Username
  - Verification Code
  - Change Reason
  - Comment
- Reject

Change Requests

SPORIFY provides an Referentials Change Request module to view and manage updates regarding lists and terms to SPOR RMS within SPORIFY.

Change Requests lists can be accessed by selecting Referentials on the navigation menu, then Change Requests. Here, it lists the change requests that SPORIFY has synchronised from SPOR. Clicking on a name link brings up the associated details page.
The link in the Details column of any given change request shows further information, including information relating to Change Request Details, Location Details, Status Changes, Referentials Details, and Supporting Documents.
Any comments associated with a change request can be viewed by hovering over the speech bubble icon beside the record’s name in the Name column.
Change requests can be exported using the Export button.
Submitted change requests are available to view on the Target System Activity area of the dashboard using the SPOR RMS tab. They also appear in Notifications. Clicking these areas will bring you to the Target System Activity screen where you can view more details.
The System advanced filter’s RMS Change Requests option used in conjunction with the Refresh button brings up a list of all RMS change requests.
SPORIFY’s Change Requests feature synchronises with SPOR everyday.