When creating surveys, you often need validated dropdown lists of options. CheckTick's dataset system makes this easy by providing ready-to-use lists and the ability to create your own.

Why Use Datasets?

Instead of manually typing options for every dropdown question, datasets let you:

  • Use standardized lists from NHS Data Dictionary and RCPCH APIs
  • Ensure consistency across multiple surveys
  • Save time by reusing options
  • Customize global lists to fit your organization's specific needs
  • Share your lists with the entire CheckTick community

Types of Datasets

Global Datasets

These are available to all CheckTick users:

  • NHS Data Dictionary: 40+ standardized medical codes (specialties, ethnicities, smoking status, etc.)
  • RCPCH Organizations: Hospitals, NHS Trusts, Health Boards, Diabetes Units
  • Administrative: UK counties, London boroughs, NHS regions

Organization Datasets

Created by your organization and available only to your team members. Perfect for internal lists like:

  • Local clinics or departments
  • Custom classifications
  • Organization-specific codes

Individual Datasets

Private datasets you create for your own use.

Using Datasets in Your Survey

When creating a dropdown question:

  1. Select the Dropdown or Multi-choice question type
  2. Click "Use Dataset" instead of manually entering options
  3. Browse or search for the dataset you need
  4. The dropdown will automatically populate with the dataset options

Finding the Right Dataset

Filter by Tag

Use tags to quickly find relevant datasets:

  • medical - Clinical codes and classifications
  • administrative - Organizational and administrative data
  • demographic - Population and demographic information
  • paediatric - Pediatric-specific datasets
  • NHS - NHS-specific data

Filter by Source

Filter by where the data comes from:

  • nhs_dd - NHS Data Dictionary datasets
  • rcpch - Royal College of Paediatrics data
  • user_created - Community-created datasets

Use the search box to find datasets by name or description.

Creating Custom Datasets

Creating from Scratch

  1. Navigate to Datasets from the main menu
  2. Click "Create New Dataset"
  3. Fill in the details:
  4. Name: A clear, descriptive name
  5. Description: What the dataset contains and when to use it
  6. Options: Your key-value pairs (code: display name)
  7. Tags: Help others find your dataset

  8. Organization (optional): Share with your team

  9. Click Create

Example - Local Clinics:

{
  "clinic_a": "Main Outpatient Clinic",
  "clinic_b": "Satellite Clinic - North",
  "clinic_c": "Satellite Clinic - South"
}

Customizing a Global Dataset

If a global dataset is almost what you need but requires modifications:

  1. Find the global dataset
  2. Click "Create Custom Version"
  3. Modify the options as needed
  4. Save to your organization or personal workspace

Example: Customize the NHS hospital list to only include hospitals in your region.

Publishing Your Datasets

Once you've created a valuable dataset, consider sharing it with the community:

  1. Open your dataset
  2. Click "Publish Globally"
  3. Confirm publication

⚠️ Important Publishing Rules

  • Cannot be deleted after publication if others are using it
  • Can still be updated to fix errors or add options
  • Organization attribution is preserved
  • Only ADMIN or CREATOR roles can publish

Think carefully before publishing - is this dataset useful to others? Is it complete and accurate?

Managing Your Datasets

Editing

You can edit datasets you created or have permissions for:

  • Update the name and description
  • Add or modify options
  • Add tags
  • Cannot edit: NHS DD datasets (maintained by automated sync)

Deleting

You can delete your unpublished datasets anytime. Published datasets can only be soft-deleted if no other users are referencing them.

API Access

Developers can access datasets programmatically through the API. See the Dataset API Reference for full details on:

  • Listing available datasets
  • Creating datasets via API
  • Updating dataset options
  • Publishing and managing datasets

Contributing to the Community

Request New NHS DD Datasets

If you need an NHS Data Dictionary list that isn't currently available:

  1. Visit the Datasets page
  2. Click "Request NHS DD Dataset"
  3. Fill out the GitHub issue with:
  4. Dataset name and NHS DD URL
  5. Your use case
  6. Suggested tags

See the full list of available NHS DD datasets and how to request new ones.

Suggest Other Data Sources

Have an authoritative data source that would benefit the CheckTick community?

  • GitHub Issues: For specific dataset requests
  • GitHub Discussions: For broader conversations about new data sources

Visit Getting Help to learn about the difference and how to contribute.

Best Practices

Naming Conventions

  • Use clear, descriptive names: "UK Hospital Trusts" not "Trusts"
  • Include the scope: "London Diabetes Units" not "Diabetes Units"
  • Be specific: "Adult Main Specialties" if not all specialties

Organizing Options

  • Use meaningful codes as keys: "opt_a" isn't helpful, "diabetes" is
  • Keep display names consistent in style
  • Order options logically (alphabetically or by frequency of use)

Tagging

Add multiple relevant tags to help others find your dataset:

  • Clinical area (e.g., cardiology, mental-health)
  • Data type (e.g., demographic, administrative)
  • Population (e.g., paediatric, adult)
  • Organization (e.g., NHS, RCPCH)

Descriptions

Write helpful descriptions that explain:

  • What the dataset contains
  • When to use it
  • Any limitations or special considerations

Frequently Asked Questions

Q: Can I use the same dataset in multiple surveys? A: Yes! That's one of the main benefits. Any changes to the dataset will automatically appear in all surveys using it.

Q: What happens if a global dataset gets updated? A: Surveys using that dataset will automatically reflect the changes. If you need a frozen version, create a custom copy.

Q: Can I share datasets between organizations? A: Not directly, but you can publish your dataset globally to make it available to everyone, or the other organization can create their own custom version of your published dataset.

Q: How often are NHS DD datasets updated? A: They're automatically synchronized on a scheduled basis (typically weekly). You can see the last sync date on each dataset's detail page.

Q: Can I delete options from my custom dataset? A: Yes, as long as it's not published and actively being used by others. Be careful with published datasets - removing options might break existing surveys.