Create a New Case

There are different ways to enter phenotypic information in the system:

  1. Manual form submission (case by case approach recommended when phenotypic data is not structured using HPO/OMIM/ORDO)

  2. Bulk import using an excel template (recommended when the data is already HPO/OMIM/ORDO encoded)

  3. Bulk import via transfer from a PhenoTips instance

Form Submission

The system provides a user friendly interface and several disease templates to facilitate structured phenotypic data entry using HPO, ORDO and OMIM. New cases /families must be created by starting from the index case.

In the Phenotypic Data Submission Site enter the New Index Case section in the bottom menu. Press the Create a new case button.


Choose a template which will provide you with specific disease fields relevant to your index case, or choose the Default template for a general form.

  • Follow the different steps to enter patients phenotypic information. Note that structured vocabulary is used to capture the data and that several fields in the Individual Information section are mandatory. Once finalised press the “submit button” to create the index case entry



To create an index case, the following fields are required:

  • Year of birth

  • Affected Status

  • Status of case (solved/unsolved)

  • In case of a solved status, we ask that the final diagnosis is provided


HPO terms can be searched in the HPO Ontology in the search bar. Also, the HPO tree can be navigated in a dedicated section. When a template is selected, the HPO terms configured for that template are automatically loaded in the tree.


We strongly encourage the selection of 5+ HPO terms to describe case’s symptoms (6-symptoms section) and to enter the suspected or confirmed clinical diagnosis (8-diagnosis), in order to facilitate downstream phenotypic and genomic analysis, as this information is fully integrated in the GPAP (cohort creation, gene filtering, variant prioritisation, patient matchmaking, etc.).

If you are in possession of this information, for each HPO term it is possible to indicate the level of severity with a slider that ranges from MILD to PROFOUND severity (HPO Classification for severity term HP:0012824)

Once submitted, a message confirming the creation of the index case will appear with different options to continue: “add a relative” (to add additional family members in the pedigree), “see mi cases (to browse all your data) or “see summary (to access a downloadable summary of the submitted participant)


Bulk Import

To perform a bulk import of phenotypic data, enter the Import Cases section in the bottom menu of Phenotypic Data Submission Module. Currently there are two different options for bulk data upload:

1. Excel file: Download the provided template, complete all the necessary fields, and use the Upload a Local File button to upload it. Please note that several fields are mandatory. Finally press Import to complete the submission.


2. Phenotips File (.json): Upload a .json file exported from a PhenoTips instance by using the Upload a Local File button. You can see examples by hovering the mouse over example.json. Press Import to complete the submission..


Edit Index Case Pedigree


A pedigree is editable only after the creation of an index case with the mandatory information.

You can enter a Pedigree (and export an image of it) by accessing any record and clicking on the Pedigree button.

The pedigree editor will enable you to:
  1. Export the pedigree in JSON or PED format

  2. Import a new pedigree from a PED file

  3. Access detailed instructions to modify a pedigree

  4. Manually modify the current pedigree


For detailed instructions, please refer to the image below. This can be also found by clicking on the detailed instructions (3).


Add a member to a pedigree

In the Phenotypic Data Submission Site enter the New Family member item in the sidebar (or from the homepage).


Select the Index Case ID of the family for which you want to create a new member and click on Go to participant form. In the Index Case form access the Pedigree section:


The user is redirected to the the Index Case form. Here, you can click on the Pedigree tab to edit the Family.


Use the Pedigree tools to add the new family ,ember to the pedigree. Specific instructions on how to add nodes, and further information in the pedigree can be accessed by clicking on “Read the instruction” at the top right of the page. For more information, see section below: Edit Index Case Pedigree.