Skip to content

Case Uploader: Administrator Setup

Early Access Feature

The Case Uploader is a limited release feature available only to select customers. Contact your Flywheel Sales representative or Flywheel Support to request access.

This guide covers the configuration steps a Trial Coordinator or Project Administrator must complete before Data Contributors can use the Case Uploader.

Step 1: Configure Session Templates

Session Templates define the session and acquisition labels that appear in the Case Uploader drop-down menus. Session Templates are required — the Case Uploader cannot function without them.

Navigate to the project's Templates tab to create and manage Session Templates.

The Case Uploader supports fixed-value labels only

The Case Uploader validates contributor selections against Session Template labels as fixed, exact string values. Regular expression (regex) patterns defined in Session Templates are not supported by the Case Uploader.

To ensure that contributors can select the correct destinations, define every session and acquisition label required for Case Uploader use as a fixed, exact string value in the Session Templates.

For detailed setup instructions, see Session Templates.

Step 2: Configure a De-Identification Profile

Configuring a de-identification profile at the site, group, or project level enables the Case Uploader to de-identify DICOM files locally on the contributor's computer before the files are transferred to Flywheel.

If no de-identification profile is configured, contributors will see a PHI Risk warning in the Case Uploader, and DICOM files will be uploaded with their original headers intact. Whether this is acceptable depends on your site's configuration and your study's compliance requirements.

For setup instructions, see De-Identification Profiles.

Step 3: Grant Contributor Permissions

Contributors must have at minimum the following permissions on the target project:

  • Create sessions and acquisitions
  • Upload files

For instructions on managing project permissions, see Assigning Permissions.

Step 4: Test the Workflow

Before directing contributors to begin uploading, perform a test upload to verify:

  • All expected session and acquisition labels appear in the drop-down menus.
  • If a de-identification profile is configured, it applies correctly and does not block valid files.
  • Files upload to the correct container path.
  • The Bulk Import job that launches after upload completes successfully.

Step 5: Provide Instructions to Contributors

Share the Case Uploader URL and any study-specific guidance with your Data Contributors, including:

  • The Group and Project name they should select.
  • Any subject labeling conventions for your study.
  • Contact information for troubleshooting.

See How to Upload a Case for the contributor-facing guide you can share.