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DICOM Connector User Guide

Introduction

This guide walks you through configuring scanners to automatically upload DICOM data to the correct location in your Flywheel instance. By following these steps, your scan data will be organized properly without manual intervention.

Before You Begin

Confirm with your institution's Flywheel Site Administrator:

  • Whether your site uses opt-in or opt-out upload policies
  • Which scanner console field to use for the routing string (typically Patient Comments, Additional Info, or similar)
  • Any site-specific requirements or opt-in/opt-out strings

Step 1: Find Your Routing String

The routing string tells the DICOM Connector where to place your data in Flywheel.

  1. Sign in to Flywheel.
  2. Navigate to the Project where your scan session should be uploaded.
  3. At the top of the Project page, copy the routing string displayed for that Group and Project.

Flywheel Project URI Example for Routing String

The routing string follows this format: fw://group/project/subject/session

Step 2: Configure Your Scanner Console

Enter the routing string in the appropriate field on your scanner console.

  1. At the scanner console, locate the designated field for routing information.
  2. Common fields include Patient Comments, Additional Info, or similar
  3. Your Site Administrator will have confirmed the correct field for your site
  4. Enter the routing string you copied from Flywheel.
  5. If your site requires an opt-in string, enter it in the designated field.
  6. If your site uses opt-out and you do not want to upload this session, enter the opt-out string.

Example: Siemens Console Configuration

The image below shows an example of a Siemens scanner console with both the routing string and opt-in string properly configured:

Siemens Scanner Console - Routing String Example

Step 3: Begin Scanning

Once you have configured the console fields:

  1. Proceed with your normal scanning workflow.
  2. The DICOM Connector will automatically detect and upload acquisitions as they complete.
  3. Sign in to Flywheel to view your data as it uploads.

To find your uploaded data in Flywheel, see Find Your Data in Flywheel.

Understanding Routing String Components

Each part of the routing string serves a specific organizational purpose:

Component Purpose Example
group Top-level organization (department, lab) neurology
project Specific study or research initiative parkinsons-study
subject Individual participant identifier sub-001
session Scanning session identifier ses-baseline

Complete example: fw://neurology/parkinsons-study/sub-001/ses-baseline

What Happens When Information Is Missing

The DICOM Connector prioritizes ensuring your data uploads successfully, even when routing information is incomplete:

Routing String Example Result Notes
fw://group/project/subject/session Data uploads to specified location Complete routing - ideal scenario
fw://group/project/subject Data uploads to Group/Project Session name derived from StudyDescription
fw://group/project Data uploads to Group/Project Subject and session names derived from DICOM metadata
fw://group Data uploads to Unsorted Project Requires administrator intervention
No routing string or incorrect format Data uploads to Unknown Group Requires administrator intervention

Troubleshooting

Data Did Not Upload

  1. Verify the routing string format includes fw:// prefix
  2. Confirm you entered the routing string in the correct console field
  3. Check that opt-in strings were entered if required by your site
  4. Contact your Site Administrator if uploads consistently fail

Data Uploaded to Wrong Location

  1. Double-check the routing string you copied from Flywheel
  2. Verify you entered the complete string without typos
  3. Confirm you used the correct console field for routing information

Cannot Find Uploaded Data

  1. Check the Unknown Group or Unsorted Project if routing was incomplete
  2. Verify you are looking in the correct Flywheel instance
  3. Allow time for upload completion - large series may take several minutes

Best Practices

Scanner Console Configuration

  • Always double-check routing strings before scanning
  • Use consistent subject and session naming conventions within your project
  • Test routing with a single acquisition before running full scanning sessions

Data Organization

  • Coordinate with your team on naming conventions for subjects and sessions
  • Consider including dates or visit numbers in session identifiers for longitudinal studies
  • Document any site-specific routing requirements for new team members

For additional details about how the DICOM Connector processes and organizes your data, see the Technical Reference.

Site Administrators can find setup and configuration information in the Admin Guide.