DataAutomata
User Manual
DataAutomata User Manual

Every 3mensio report.
Every field. Verified.

DataAutomata reads your 3mensio TAVR planning reports and extracts 30+ clinical fields — aortic annulus measurements, valve calcification scores, vascular access diameters — then hands you a clean, verified dataset ready for analysis.

AI Extraction Side-by-side Verification Excel Operations Full Audit Trail 4-Tier Access Control Population Analytics
Chapter 01

Getting Started

Your account is created by your workspace superadmin. Once invited, you'll get an email with everything you need — sign in takes under two minutes.

All roles: Superadmin Admin Member Visitor
  1. 1
    Sign in
    Navigate to your DataAutomata instance. Enter your email address and password, then click Sign in.
  2. 2
    Verify with OTP
    A 6-digit one-time code is sent to your email. Enter it on the verification screen. Codes expire in 10 minutes — if yours expires, click Resend code.
  3. 3
    Complete your profile
    Enter your full name. This appears on records you verify and in the audit log, so use your real name.
  4. 4
    Enter your workspace
    If your admin sent you an invite link, click it — you'll land directly in the workspace. If you signed up directly, ask your superadmin to invite you from the Members & Roles tab.
💡 Forgot your password? On the sign-in screen click Forgot password. A reset link arrives within a minute. If you don't see it, check your spam folder.
ℹ Your role (Superadmin, Admin, Member, or Visitor) is assigned by your superadmin and determines what you can see and do. See the Roles Reference for the full breakdown.
Chapter 02

Your Dashboard

After signing in, you land on the Dashboard — a grid of every workspace you belong to. The workspace is where all your reports, records, and team settings live.

All roles: Superadmin Admin Member Visitor
  1. 1
    Choose a workspace
    Each card shows the workspace name, your role within it, and a count of records. Click Open workspace → to enter. If you belong to multiple workspaces, you'll see a card for each.
  2. 2
    Use the Overview tab
    The first tab inside any workspace is the Overview. It shows summary stats, a recent-activity feed, and three Quick Action buttons that jump you directly to Reports, Records, or Members.
  3. 3
    Adjust the analytics filters
    The left filter panel controls the charts visible in the Overview tab. Set a date range, narrow by Valve Type (Tricuspid, Bicuspid 0 / 1a / 1b / 1c / 2), or restrict to a Continent. Charts update instantly.
  4. 4
    Navigate via the tab bar
    Inside a workspace, the tab bar at the top gives you access to Reports, Records, Members & Roles, Hospitals, Settings, and Excel Operations. Tabs you don't have access to are hidden automatically.
ℹ Visitors can see the Overview and Records tabs. Members also see Reports. Admins and Superadmins see everything. The tab bar adjusts to your role automatically.
Chapter 03

Uploading Reports

A report is a 3mensio TAVR planning PDF. Each uploaded report becomes one patient record once verified. Upload one or dozens at a time — each processes independently.

Who can upload: Superadmin Admin Member
  1. 1
    Open the Reports tab
    Inside your workspace, click Reports in the tab bar. You'll see all reports that have been uploaded to this workspace.
  2. 2
    Click "Add new TAVR reports"
    A file picker opens. You can also drag and drop PDFs directly onto the upload zone. Multiple files are accepted — each is queued and processed independently.
  3. 3
    Select your PDF files
    Only .pdf files are accepted. DataAutomata is designed specifically for 3mensio TAVR planning reports. Any other PDF type will upload but will show a warning at verification time.
  4. 4
    Watch the status update
    Status moves automatically from Processing → Ready to verify. You don't need to refresh. Once ready, click the report row to start the Verify & Extract workflow.
Report status badges
⏳ Pending Queued for processing
⚙ Processing AI extraction running
◉ Ready to verify Awaiting your review
✓ Verified Record saved & finalized
✕ Error Processing failed
⚠ DataAutomata extracts data from 3mensio TAVR planning reports only. Uploading a different type of PDF (referral letters, echo reports, catheterization records) will result in a warning during verification and an empty or partially filled record.
💡 You can upload a batch of reports at once and verify them one by one later. The Reports tab will hold them in Ready to verify state until you're ready to work through them.
Chapter 04

Verify & Extract

The core workflow. The PDF is on the left; what the AI extracted is on the right. Check the values, correct anything wrong, and save. Takes 2–5 minutes per report.

Who can verify: Superadmin Admin Member
  1. 1
    Open the report
    In the Reports tab, click any row showing Ready to verify. The verification screen opens with the PDF on the left and extracted fields on the right.
  2. 2
    Navigate the PDF
    Use the ‹ and › arrows at the top of the PDF pane to move between pages. The 3mensio report typically spans 4–8 pages. Measurements appear mainly on pages 2 and 3.
  3. 3
    Review the extracted fields
    Three collapsible groups appear on the right: Patient Detail (demographics, hospital, location, valve type), Anatomical Measurements (aortic annulus, LVOT, Sinus of Valsalva, ascending aorta, calcification scores, vascular access), and Extra (notes). Expand each group by clicking its header. Each measurement field shows its unit in parentheses next to the label — mm for diameters and heights, mm² for area, HU for calcium scores, ° for angles.
  4. 4
    Correct any wrong values
    Click any field to edit it. Type the corrected value directly in the field box. Changes apply immediately — no separate save step for individual fields.
  5. 5
    Country fills continent and region automatically
    When you set or change the Country field, Continent and Region auto-fill using a built-in lookup table. You can override either field if the auto-filled value is wrong.
  6. 6
    Watch for the extraction warning
    If a red banner appears at the top — "No data could be extracted from this PDF" — the uploaded file is not a 3mensio TAVR planning report. Close the screen, delete the report, and re-upload the correct PDF.
  7. 7
    Click "Review & Save"
    Once all fields look correct, click the orange Review & Save button at the bottom of the fields pane. A full summary screen appears — scroll through it as a final check.
  8. 8
    Save the record
    On the review screen, click Save Record. The record is now finalized, appears in the Records tab, and is counted in analytics. Your name and a timestamp are recorded in the audit log.
What gets extracted
Patient Detail
Name, MRN, age (calculated from DOB if not stated directly), gender, hospital, physician, city, country, continent, region, valve type (Tricuspid / Bicuspid 0–2), received date, CT scan date
Anatomical Measurements
Aortic annulus (avg/min/max/area/eccentricity), LVOT, Sinus of Valsalva (RCC/LCC/NCC), ascending aorta, ATJ/STJ, AO-LV angle. All dimensions in mm; area in mm².
Calcification & Vessels
NC/RC/LC cusp calcium + total score (HU); coronary ostia heights; CIA/EIA/FA diameters both sides; vascular calcification grades; abdominal aorta calcification grade
💡 You don't have to finish in one sitting. Close the screen at any point — the report stays in Ready to verify state and all edits are preserved. Come back when ready.
⚠ Once a record is finalized, it cannot be deleted — only edited. Every change is logged in the audit trail with your name, a timestamp, and the previous value.
Chapter 05

Records

Records are the verified clinical datasets produced from your reports. Each record holds all extracted and confirmed fields for one patient case.

Who can view: Superadmin Admin Member Visitor
  1. 1
    Open the Records tab
    Inside your workspace, click Records. The table shows every record in the workspace, most recent first.
  2. 2
    Use the filters
    Filter by date range, valve type (Tricuspid / Bicuspid subtypes), or status (Finalized / In Progress). Admins and Superadmins can also filter by the member who verified the record.
  3. 3
    Click a row to see all fields
    The detail view shows all 30+ extracted fields organized in the same groups as the verification screen — Patient Detail, Anatomical Measurements, and Extra. Measurement values display their unit in parentheses next to the value (e.g. 23.4 (mm), 412 (HU)) so you can read values at a glance without cross-referencing.
  4. 4
    Continue editing In Progress records
    If a record shows In Progress, click Continue Verification to return to the verification screen and complete it. Finalized records can still be edited — every change is logged.
ℹ Members see only their own records — records they personally verified. Admins and Superadmins see all records across the workspace. Visitors can browse all finalized records but cannot edit.
💡 Need records from multiple workspaces in one view? Use the cross-workspace Records browser accessible from the top navigation bar. It shows all records you can access, with a workspace selector at the top.
Chapter 06

Excel Operations

Five non-destructive data tools built for clinical datasets. Every operation lets you preview results before you download — what you download is always the final, clean file.

Accessible to: Superadmin Admin Member Visitor
ℹ Find Excel Operations in the tab bar inside your workspace, or navigate directly from the top sidebar. Accepted file types: .xlsx, .xlsm, .csv (and .txt for the Convert operation).
💡 Every operation follows the same flow: Upload → Configure → Preview → Download. The Preview step shows up to 5,000 rows so you can confirm the result before downloading the full file. Your original file is never modified.
01   Delete Duplicate Rows

Remove rows that share identical values in the columns you choose. Keeps the first occurrence of each duplicate group.

  1. A
    Upload your file
    Select an .xlsx, .xlsm, or .csv file.
  2. B
    Select columns to check
    Pick one or more columns — a row is a duplicate only when all selected columns match another row.
  3. C
    Preview, then download
    The preview highlights which rows will be removed. Adjust your column selection if needed, then download the deduplicated file.
02   Merge Two Sheets

Combine two files into one using a shared key column — the spreadsheet equivalent of a database JOIN.

  1. A
    Upload Sheet A and Sheet B
    Both files must be .xlsx, .xlsm, or .csv.
  2. B
    Set the join key and join type
    Choose the column that exists in both files (e.g. Patient ID). Then choose join type: Left (all A rows + matched B), Right (all B rows + matched A), Inner (matching rows only), or Full Outer (all rows from both).
  3. C
    Preview and download
    Confirm the merge looks correct in the preview, then download.
03   Compare Datasets

Identify what changed between two versions of a dataset — additions, removals, and field-level edits.

  1. A
    Upload Dataset A (older) and Dataset B (newer)
    The comparison finds what was added, removed, or changed going from A to B.
  2. B
    Select primary key and comparison mode
    Pick the unique row identifier (e.g. Patient ID). Choose Row-level (marks each row as Added / Removed / Changed) or Column-level (shows the exact fields that changed, with before and after values).
  3. C
    Download the comparison report
    The annotated file is ready to share with your team or import into a review workflow.
04   Convert Format

Switch between Excel and CSV, or reformat a CSV with a different delimiter or encoding.

  1. A
    Upload your file
    Accepts .xlsx, .xlsm, .csv, or .txt (delimiter-separated text).
  2. B
    Choose output format and options
    For Excel → CSV: choose delimiter (comma, semicolon, tab, pipe) and encoding (UTF-8, UTF-16). For CSV → Excel: no extra options needed.
  3. C
    Preview and download
    Confirm the data looks correct, then download the converted file.
05   Remove Columns & Filter Rows

Trim a dataset: drop columns you don't need, then keep only the rows that match conditions you define.

  1. A
    Upload your file and remove columns
    Select columns to drop (multi-select with Ctrl / Cmd). These columns are removed from the output entirely.
  2. B
    Add filter rules
    Each rule is [Column] [Operator] [Value] — e.g. Valve Type = Bicuspid or Annulus Avg > 20. Multiple rules are applied together (AND logic).
  3. C
    Preview and download
    Confirm the filtered row count looks right, then download.
Chapter 07

Analytics & Insights

Population-level charts built from your workspace's verified records. Adjust the filters and every chart updates instantly — no page reload.

Who can view: Superadmin Admin Visitor
Available filters
Date Range
Set a Date From and Date To to restrict charts to records verified within that window.
Valve Type
Filter by Tricuspid, or any Bicuspid subtype: 0, 1a, 1b, 1c, or 2. Select multiple or leave empty for all.
Continent
Narrow to a geographic region: Asia, Europe, North America, South America, Africa, Oceania, and more.
Charts available
Volume Trends
Case count over time — shows how your programme has grown month by month.
Valve Distribution
Tricuspid vs. Bicuspid breakdown with subtype detail (0 / 1a / 1b / 1c / 2).
Geographic Reach
Cases by continent → country → city. Shows where your TAVR programme draws patients from.
Vascular Risk
Flags cases with femoral artery access <5.5 mm — patients at elevated risk for vascular complications.
Calcium Scoring
Cusp-level calcium distribution (NC / RC / LC cusps) and total calcium score histograms.
Annulus & LVOT
Diameter distributions and eccentricity index across all cases in the filtered cohort.
ℹ Charts draw only from finalized records. In-progress records are excluded until verification is complete — so a sudden chart drop usually means a batch of reports is awaiting verification.
💡 Members do not have access to the Insights panel. If a member needs population-level data, an Admin can export it from the Records tab and share the file directly.
Chapter 08

Workspace Management

A workspace is a shared environment for your team's reports, records, and settings. Superadmins and Admins manage the workspace; everyone else works within it.

Who can manage: Superadmin Admin
Settings tab
  1. 1
    Rename the workspace
    In the Settings tab, update the workspace name and description. This name appears on workspace cards in the dashboard and in all exports. Click Save Changes to apply.
Hospitals tab

The hospital registry controls which hospitals appear in the dropdown when verifying a report. Keeping it accurate prevents typos and inconsistent naming across records.

  1. 1
    Add a hospital
    Click + Add Hospital. Enter the hospital name, city, country, continent, and region. The country field auto-fills continent and region using the same lookup as the verification screen.
  2. 2
    Edit or remove
    Use the ✎ (edit) and ✕ (remove) icons on each hospital row. Removing a hospital does not affect existing records — it only stops it appearing in future dropdown selections.
ℹ Only Superadmins and Admins can modify workspace settings and the hospital registry. Members and Visitors see these tabs as read-only or hidden.
Chapter 09

Team & Members

The Members & Roles tab is where you invite people, see who's in the workspace, and manage access. What you can do here depends on your role.

Who can view: Superadmin Admin
Inviting a new member
  1. 1
    Enter their email and choose a role
    In the invite bar at the top of the Members & Roles tab, type their email address and select the appropriate role from the dropdown. See the Roles Reference below for a full breakdown of what each role can do.
  2. 2
    Click "Send Invite"
    The person receives an email with a unique invitation link. Until they accept, they appear in the list with an ⏳ Invited status.
  3. 3
    They accept and get access
    Once they click the link and sign in (or register), their status changes to Active and they can use the workspace immediately.
Managing existing members
  1. 1
    Change a member's role (Superadmin only)
    Click the ✎ icon on any member row to open the role editor. Select the new role and save. The change takes effect immediately on their next action.
  2. 2
    Remove a member (Superadmin only)
    Click the ✕ icon and confirm. The person loses access to the workspace immediately. Their past records and audit log entries are preserved — removing a member does not delete their work.
⚠ Admins can view the member list and send invites, but cannot change roles or remove members — those actions require Superadmin access.
💡 If an invite hasn't been accepted, you can revoke it by clicking the ✕ next to the pending entry. The invitation link is immediately invalidated.
Chapter 10

Audit Log

Every action taken in the workspace is recorded — record creation, edits, report uploads, member changes. The audit log is permanent, tamper-evident, and exportable.

Who can access: Superadmin only
  1. 1
    Navigate to the Audit Log
    Click Audit in the top navigation. Select your workspace from the dropdown if you manage multiple workspaces.
  2. 2
    Apply filters
    Filter by Action type (record.create, record.update, report.upload, member.add, etc.), Entity type (record, report, member, hospital), date range, or user email (partial match — you don't need the full address). Filters combine with AND logic.
  3. 3
    Switch between flat and grouped views
    Flat view lists every event in reverse chronological order. Grouped view collects all events for the same entity (e.g. one report) into a single expandable row, making it easier to trace a record's full history.
  4. 4
    Export the log
    Click Export and choose CSV or Excel (.xlsx). The export applies your current filters — so filter first, then export to get exactly the slice you need for a compliance review.
⚠ The audit log is read-only and permanent. Entries cannot be edited or deleted — by anyone, including Superadmins. This is by design for compliance purposes.
💡 Results are paginated at 100 rows per page. For compliance exports covering a full time period, set your date range before exporting — the export honours all active filters and contains no row limit.
Chapter 11

Profile & Settings

Your personal profile controls how your name appears on records and in the audit log. Security settings let you change your password.

All roles: Superadmin Admin Member Visitor
Editing your profile
  1. 1
    Open Profile settings
    Click your name or avatar in the top navigation bar and select Profile. Or navigate directly to /profile.
  2. 2
    Update your full name
    Your full name appears on every record you verify and in the audit log. Use your real name — this is what reviewers and compliance officers will see.
  3. 3
    Click "Save Profile"
    Your email address is read-only after email verification. Contact your superadmin if you need to change it.
Changing your password
  1. 1
    Go to Security settings
    From the Profile page, click Security in the left sidebar. Or navigate directly to /profile/security.
  2. 2
    Enter current and new passwords
    You must provide your current password to set a new one. Choose something at least 8 characters long with a mix of letters and numbers.
💡 Toggle between light and dark mode using the sun / moon button in the top-right corner of any page. Your preference is saved in your browser and persists across sessions.
Chapter 12 · Reference

Roles Reference

Four roles, each a strict subset of the one above it. Your superadmin assigns your role when they invite you — it can be changed at any time without losing your work.

Superadmin
Full control over the workspace — manages members, roles, settings, hospitals, and is the only role with access to the audit log. Typically the programme director or data manager.
Admin
Everything a Member can do, plus workspace settings, hospital registry, member list visibility, and the ability to invite new members (but not remove them or change roles).
Member
Uploads reports, verifies and extracts records, edits their own records. Sees only the records they personally verified. The typical role for interventional cardiologists and data coordinators.
Visitor
Read-only access to all finalized records and Analytics & Insights charts. Cannot upload reports or edit anything. Suitable for researchers, auditors, or external reviewers.
Capability Superadmin Admin Member Visitor
ℹ Own only means the user can access the feature but is restricted to data they personally created — e.g. a Member sees only records they verified, not the whole workspace.