Using the Australian UDI Sponsor Link Template

You can link, add or edit sponsor specific data to UDI records using the Australian UDI Sponsor Link Template.

About the worksheets

The template contains several worksheets. Each worksheet captures a specific group of data elements for your UDI records:

• Sponsor
  • add ARTG IDs
  • add or edit Catalogue Numbers and Sponsor Commercial Distribution End Dates to UDI records
• Package End Date
  • add or edit a Sponsor Package Commercial Distribution End Date
• Supporting Documents -
  • add supporting documents in URL format
• To Publish -
  • add or edit a future publish date for an unpublished UDI record.

Downloading the template

You can download the template from the AusUDID on the Australian UDI Sponsor Link Template page.

Note:

The template is subject to change, and the AusUDID will check that you are using the most current version. We recommend you download the template each time you use it, to ensure you have the most current version.

Completing the template

Each worksheet is independent. You may choose to:

• complete a single worksheet and not provide details on other worksheets
• complete some worksheets
• complete all worksheets.

For example, you may use this template to:

• link your ARTG ID to a manufacturer’s device
• link your ARTG ID and Sponsor specific details to a UDI record
• add or edit Sponsor specific details for a UDI record such as a Commercial Distribution End Date.

Note:

You can only include a maximum of 50 rows per worksheet. For example, you may include 50 rows in the Sponsor worksheet, 50 rows in the Package End Date worksheet, 50 rows in the Supporting Documents worksheet and 50 rows in the To Publish worksheet. The maximum is per worksheet, not per workbook. You cannot include extra rows in other worksheets if you leave a worksheet blank. If you include more than 50 rows in a single worksheet, the template will be rejected.

Tip:

You can compile the data you want to upload into a single template for review.

You can then separate the final content into a collection of templates where each worksheet has 50 rows or less.

Sponsor worksheet (Optional)

To add the ARTG to a UDI record submitted by a manufacturer:

• Enter the Primary DI in Column B.
• Enter the ARTG ID in Column C.

You may also:

• Add a Catalogue Number in Column D.
• Add a Sponsor Commercial Distribution End Date in Column E.

Note:

You must always include the Primary DI and ARTG ID in this worksheet if you are completing this worksheet.

• Package End Date worksheet (Optional)
  • Enter the Primary DI in Column B.
  • Enter the ARTG ID in Column C.
  • Enter the Package DI in Column D.
  • Enter the Sponsor Package Commercial Distribution End Date in Column E.
• Supporting Documents worksheet (Optional)
  • Enter the Primary DI in Column B.
  • Enter the related ARTG ID in Column C.
  • Enter the document type in Column D.
  • Enter the URL for the document in Column E.
• To Publish worksheet (Optional)
  • Enter the Primary DI in Column B.
  • Enter the date you want the UDI records to be published in Column C.

Please note:

• any dates included must be a future date
• the UDI record(s) will be published once the provided date is reached
• any dates provided for published UDI records will be ignored.

Editing the template

When editing the template:

• Only enter data in the provided rows.
• Do not add or remove columns in any worksheets.
• Leave non-mandatory columns blank if no value applies. Do not use values such as NA or N/A.
• Enter all dates in the format dd/mm/yyyy.
• You may include data in Column A for your own reference; this data is not submitted to the AusUDID.

Requirements for uploading the template

There are several requirements for uploading the template.

Access requirements

To upload the template, you must:

• be the sponsor of the ARTG IDs provided in the template
• have an active TGA Business Services (TBS) user account
• hold the Submitter TBS system role.

Organisation requirements

Manufacturer organisations

Manufacturers cannot submit the Australian UDI Sponsor Link Template.

Sponsor organisations

Sponsors may submit the Australian UDI Sponsor Link Template.

Sponsor/manufacturer organisations

Organisations that act as both sponsor and manufacturer may upload the template.

Uploading the template

You can upload the Australian UDI Sponsor Link Template through the AusUDID online portal.

To complete and upload the template:

1. Download and save the latest version of the Australian UDI Sponsor Link Template from the AusUDID portal.
2. Complete each worksheet you wish to include in the UDI record.
3. Log in to the AusUDID portal.
4. Upload your template on the Bulk upload page.
5. Fix any errors and re-upload, if required.
6. View the successfully updated UDI records in the My UDI records tab in the AusUDID.

Once a UDI record is linked to an ARTG ID, it will become publicly available.

Important note:

The Australian UDI Sponsor Link Template is updated periodically. Using an outdated version may cause upload errors. Always download the latest version before submitting.