REDCap Project Migration Guide

Overview

This guide walks current UO REDCap users through the process of migrating an existing REDCap project from one the legacy REDCap servers (redcap.uoregon.edu, redcap-prod.uoregon.edu) to the new server (is-redcap.uoregon.edu). The migration involves exporting your project as an XML file from the old system and importing it into the new one.

Process

Follow the tabs below to ensure your projects are migrated.

Log in to the old REDCap server at redcap.uoregon.edu or redcap-prod.uoregon.edu and navigate to the project you want to migrate.

Step 1 — Navigate to Other Functionality

From your project, select the Other Functionality tab in the top navigation bar. This tab contains backup and copy tools for your project.

Step 2 — Download the Project XML

Scroll down to the Copy or Back Up the Project section. You will see two download buttons:

Download metadata only (XML) — exports only the project structure, instruments, and field definitions (no records).
Download metadata & data (XML) — exports the full project including all collected records.

Recommendation: Use Download metadata & data (XML) if you wish to bring your existing records to the new server. Use Download metadata only (XML) if you only want to recreate the project structure.

Select the appropriate button to download the XML file to your computer. Keep note of where it is saved.

Step 1 — Log In to the New Server

Navigate to https://is-redcap.uoregon.edu. You will be presented with a login screen offering, select the Microsoft Entra ID login.

Note: Selecting Microsoft Entra ID will redirect you to the UO Microsoft single sign-on page. This is expected behavior however is different from both of the legacy REDCap systems. Use your standard UO email and password.

Step 2 — Create a New Project

After logging in, select New Project in the top navigation bar.

Step 3 — Fill in Project Details

On the Create a new REDCap Project page, fill in the following fields:

Project title — enter a name for your project.
Project's purpose — select the appropriate option from the dropdown.
Project notes (optional) — add a description if desired.

Step 4 — Upload the XML File

Under Project creation option, select Upload a REDCap project XML file (CDISC ODM format). Then select Choose File and select the XML file you downloaded from the old server.

Step 5 — Create the Project

Scroll down and select the Create Project button. REDCap will process the XML file and create your project with all instruments, fields, and (if included) data.

Issue 1: Malformed XML Error on Import

Symptom: REDCap displays a malformed XML error when you attempt to upload the exported file.

Cause: Some exports from REDCap 9.4.2 are missing the closing </odm> tag at the end of the file, which causes the XML to be technically invalid. More rarely, projects are also missing a critical part of the opening <odm>tag.

Fix 1: Open the XML file in a plain text editor (such as Notepad, TextEdit, or VS Code) and scroll to the very end of the file. If the file does not end with </odm>, add it manually on a new line at the very end of the document, save the file, and retry the upload.

Fix 2: If you still are receiving the XML error after adding the closing tag, check the opening <odm> tag on line two of your document - within that tag, there will be a variable called xsi:schemaLocation="".

If your schema location variable doesn't match below, replace it with the following code and save:

xsi:schemaLocation="http://www.cdisc.org/ns/odm/v1.3 https://www.cdisc.org/sites/default/files/osb/odm1-3-1/ODM1-3-1.xsd"

If you are still receiving XML errors after making both changes, please reach out for assistance.

Issue 2: 504 Gateway Timeout Error

Symptom: The browser displays a 504 timeout error during upload or after selecting Create Project.

Cause: A 504 timeout can occur for a couple of reasons:

Too many users uploading projects at the same time, causing the server to be temporarily overloaded.
A server-side issue that requires administrator intervention.

Fix: Wait at least 30 minutes and then retry the upload. Off-peak hours (early morning or evenings) tend to have lower server load. If you are still having issues uploading during off hours, please submit a REDCap Support Request.

Log in to redcap.uoregon.edu and open your project.
Go to the Other Functionality tab.
Select Download metadata & data (XML) (or metadata only, if preferred).
Save the XML file to your computer.
Navigate to https://is-redcap.uoregon.edu and log in via Microsoft Entra ID.
Select New Project in the top menu.
Enter your project title and purpose.
Select Upload a REDCap project XML file and choose your saved file.
Select Create Project.
Verify your instruments and records appear correctly in the new project.

Need help?

For additional assistance, please submit a REDCap Support Request.

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REDCap Project Migration Guide

Overview

Process

Step 1 — Navigate to Other Functionality

Step 2 — Download the Project XML

Step 1 — Log In to the New Server

Step 2 — Create a New Project

Step 3 — Fill in Project Details

Step 4 — Upload the XML File

Step 5 — Create the Project

Issue 1: Malformed XML Error on Import

Issue 2: 504 Gateway Timeout Error

Need help?

Related Services / Offerings (1)

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REDCap Project Migration Guide

Overview

Process

Part 1: Exporting Your Project

Step 1 — Navigate to Other Functionality

Step 2 — Download the Project XML

Part 2: Importing Your Project into the new REDCap

Step 1 — Log In to the New Server

Step 2 — Create a New Project

Step 3 — Fill in Project Details

Step 4 — Upload the XML File

Step 5 — Create the Project

Known Issues and Troubleshooting

Issue 1: Malformed XML Error on Import

Issue 2: 504 Gateway Timeout Error

Quick Start Guide

Need help?

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