Shared subjects not visible in XNAT but are in OHIF viewer

[official xnat acqi]

Hi All. I'm an XNAT novice trying to maintain our service while we await a new (competent!) computing manager to take over. We have an issue whereby subjects which are automatically shared to a central project (we have site-specific projects where uploaded subjects are automatically shared into a central project) do not appear in the list of Central project subjects after the sharing (even to me, logged in as an admin and a project owner), but ARE visible from the Central project via the OHIF viewer. Is there something in the sharing configuration that might be incorrect, making the subjects invisible to all? Many thanks! Martin

[Mohana Ramaratnam]

Hello Martin,

Can you share (after removing any PHI) the XML of the subject in the source project.

Regards,
Mohana Ramaratnam,

 moh...@xnatworks.io
 xnatworks.io | Find us on LinkedIn! 

On Wed, Oct 22, 2025 at 2:09 PM official xnat acqi <official....@gmail.com> wrote:

Hi All. I'm an XNAT novice trying to maintain our service while we await a new (competent!) computing manager to take over. We have an issue whereby subjects which are automatically shared to a central project (we have site-specific projects where uploaded subjects are automatically shared into a central project) do not appear in the list of Central project subjects after the sharing (even to me, logged in as an admin and a project owner), but ARE visible from the Central project via the OHIF viewer. Is there something in the sharing configuration that might be incorrect, making the subjects invisible to all? Many thanks! Martin

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[official xnat acqi]

Absolutely .. please see below (hopefully all PHI removed)

<xnat:Subject xmlns:arc="http://nrg.wustl.edu/arc" xmlns:val="http://nrg.wustl.edu/val" xmlns:pipe="http://nrg.wustl.edu/pipe" xmlns:icr="http://icr.ac.uk/icr" xmlns:wrk="http://nrg.wustl.edu/workflow" xmlns:scr="http://nrg.wustl.edu/scr" xmlns:xdat="http://nrg.wustl.edu/security" xmlns:cat="http://nrg.wustl.edu/catalog" xmlns:prov="http://www.nbirn.net/prov" xmlns:xnat="http://nrg.wustl.edu/xnat" xmlns:xnat_a="http://nrg.wustl.edu/xnat_assessments" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" ID="ACQI_XNAT_S01084" project="SNAP-RMH" label="RMH00277" xsi:schemaLocation="http://nrg.wustl.edu/workflow https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/workflow.xsd http://nrg.wustl.edu/catalog https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/catalog.xsd http://nrg.wustl.edu/pipe https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/repository.xsd http://nrg.wustl.edu/scr https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/screeningAssessment.xsd http://nrg.wustl.edu/arc https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/project.xsd http://icr.ac.uk/icr https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/roi.xsd http://nrg.wustl.edu/val https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/protocolValidation.xsd http://nrg.wustl.edu/xnat https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/xnat.xsd http://nrg.wustl.edu/xnat_assessments https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/assessments.xsd http://www.nbirn.net/prov https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/birnprov.xsd http://nrg.wustl.edu/security https://instance-146-118-67-25.nimbus.pawsey.org.au/schemas/security.xsd">

<xnat:sharing>

<xnat:share project="SNAP-CENTRAL" subject_ID="ACQI_XNAT_S01084"/>

</xnat:sharing>

<xnat:experiments>

<xnat:experiment ID="ACQI_XNAT_E02096" project="SNAP-RMH" label="Anonymous" session_type="PET^RMH_HeadNeck_Ungated (Adult)" modality="CT" UID="2.25.62093183001362558644637134996396720696" study_id="SNAP-RMH" xsi:type="xnat:ctSessionData">

<xnat:sharing>

<xnat:share project="SNAP-CENTRAL"/>

</xnat:sharing>

<xnat:date>2025-10-08</xnat:date>

<xnat:time>15:37:45</xnat:time>

<xnat:subject_ID>ACQI_XNAT_S01084</xnat:subject_ID>

<xnat:scanner manufacturer="SIEMENS" model="Biograph Horizon">Biograph94503</xnat:scanner>

<xnat:prearchivePath>/data/xnat/prearchive/SNAP-RMH/20251016_074249441/Anonymous</xnat:prearchivePath>

<xnat:scans>

<xnat:scan ID="2" type="RMH CT ST 3mm i31s" UID="2.25.81916217380061624425340569178313062883" project="SNAP-RMH" xsi:type="xnat:ctScanData">

<xnat:sharing>

<xnat:share label="2" project="SNAP-CENTRAL"/>

</xnat:sharing>

<xnat:image_session_ID>ACQI_XNAT_E02096</xnat:image_session_ID>

<xnat:quality>usable</xnat:quality>

<xnat:series_description>RMH CT ST 3mm i31s</xnat:series_description>

<xnat:scanner manufacturer="SIEMENS" model="Biograph Horizon">Biograph94503</xnat:scanner>

<xnat:modality>CT</xnat:modality>

<xnat:frames>407</xnat:frames>

<xnat:file label="DICOM" file_count="407" file_size="227736956" URI="/data/xnat/archive/SNAP-RMH/arc001/Anonymous/SCANS/2/DICOM/scan_2_catalog.xml" format="DICOM" content="RAW" xsi:type="xnat:resourceCatalog"/>

<xnat:file label="SNAPSHOTS" file_count="2" file_size="59300" URI="/data/xnat/archive/SNAP-RMH/arc001/Anonymous/SCANS/2/SNAPSHOTS/2_catalog.xml" format="GIF" description="Snapshots for session ACQI_XNAT_E02096 scan 2" content="SNAPSHOTS" xsi:type="xnat:resourceCatalog"/>

<xnat:startTime>15:43:41</xnat:startTime>

<xnat:start_date>2025-10-08</xnat:start_date>

<xnat:requestedProcedureDescription>PET Wholebody Scan - No Bulk Bill</xnat:requestedProcedureDescription>

<xnat:bodyPartExamined>ABDOMEN</xnat:bodyPartExamined>

<xnat:parameters>

<xnat:voxelRes x="1.3671875" y="1.3671875" z="3.0"/>

<xnat:orientation>Tra</xnat:orientation>

<xnat:fov x="512" y="512"/>

<xnat:rescale>

<xnat:intercept>-1024</xnat:intercept>

<xnat:slope>1</xnat:slope>

</xnat:rescale>

<xnat:kvp>130.0</xnat:kvp>

<xnat:acquisitionNumber>2</xnat:acquisitionNumber>

<xnat:imageType>DERIVED\\PRIMARY\\AXIAL\\CT_SOM5 SPI</xnat:imageType>

<xnat:collectionDiameter>500.084</xnat:collectionDiameter>

<xnat:distanceSourceToDetector>940.0</xnat:distanceSourceToDetector>

<xnat:distanceSourceToPatient>535.0</xnat:distanceSourceToPatient>

<xnat:gantryTilt>0.0</xnat:gantryTilt>

<xnat:tableHeight>154.0</xnat:tableHeight>

<xnat:rotationDirection>CW</xnat:rotationDirection>

<xnat:exposureTime>600.0</xnat:exposureTime>

<xnat:filter>1</xnat:filter>

<xnat:generatorPower>26.0</xnat:generatorPower>

<xnat:focalSpots>

<xnat:focalSpot>0.95</xnat:focalSpot>

</xnat:focalSpots>

<xnat:convolutionKernel>I31s\\3</xnat:convolutionKernel>

<xnat:collimationWidth>

<xnat:single>1.2</xnat:single>

<xnat:total>19.2</xnat:total>

</xnat:collimationWidth>

<xnat:tableSpeed>38.0</xnat:tableSpeed>

<xnat:tableFeedPerRotation>23.0</xnat:tableFeedPerRotation>

<xnat:pitchFactor>1.2</xnat:pitchFactor>

<xnat:estimatedDoseSaving modulation="XYZ_EC">36.1371</xnat:estimatedDoseSaving>

<xnat:derivation>Reconstruction field larger than scan field</xnat:derivation>

</xnat:parameters>

</xnat:scan>

<xnat:scan ID="3" type="RMH PET WB" UID="2.25.86767112463138514709506207906789735231" project="SNAP-RMH" xsi:type="xnat:petScanData">

<xnat:image_session_ID>ACQI_XNAT_E02096</xnat:image_session_ID>

<xnat:quality>usable</xnat:quality>

<xnat:series_description>RMH PET WB</xnat:series_description>

<xnat:scanner manufacturer="SIEMENS" model="Biograph Horizon">Biograph94503</xnat:scanner>

<xnat:modality>PT</xnat:modality>

<xnat:frames>4</xnat:frames>

<xnat:file label="DICOM" file_count="4" file_size="272648" URI="/data/xnat/archive/SNAP-RMH/arc001/Anonymous/SCANS/3/DICOM/scan_3_catalog.xml" format="DICOM" content="RAW" xsi:type="xnat:resourceCatalog"/>

<xnat:file label="SNAPSHOTS" file_count="2" file_size="8392" URI="/data/xnat/archive/SNAP-RMH/arc001/Anonymous/SCANS/3/SNAPSHOTS/3_catalog.xml" format="GIF" description="Snapshots for session ACQI_XNAT_E02096 scan 3" content="SNAPSHOTS" xsi:type="xnat:resourceCatalog"/>

<xnat:startTime>15:44:19</xnat:startTime>

<xnat:start_date>2025-10-08</xnat:start_date>

<xnat:requestedProcedureDescription>PET Wholebody Scan - No Bulk Bill</xnat:requestedProcedureDescription>

</xnat:scan>

</xnat:scans>

<xnat:dcmPatientId>Anonymous</xnat:dcmPatientId>

<xnat:dcmPatientBirthDate>1968-01-01</xnat:dcmPatientBirthDate>

<xnat:dcmPatientWeight>109.8</xnat:dcmPatientWeight>

</xnat:experiment>

</xnat:experiments>

</xnat:Subject>

[Mohana Ramaratnam]

Thanks!

How is the automatic sharing being done? 

Regards,
Mohana Ramaratnam,

 moh...@xnatworks.io
 xnatworks.io | Find us on LinkedIn! 

To view this discussion visit https://groups.google.com/d/msgid/xnat_discussion/83f99bbe-fca1-4a3d-a974-2a436d09a8f7n%40googlegroups.com.

[official xnat acqi]

Hmm .. this is pushing me .. I believe via the Event service? Here is the recorded history for the image session. "as" is auto-share in the Event Service.

Action
Launch Time
Status
Note
Catalog(s) Refreshed
2025-10-17 11:41:01.734
Complete

Catalog(s) Refreshed
2025-10-17 11:41:01.399
Complete

Catalog(s) Refreshed
2025-10-16 12:50:49.587
Complete

Catalog(s) Refreshed
2025-10-16 12:50:49.382
Complete

Merged
2025-10-16 11:24:30.076
Failed

Merged
2025-10-16 11:17:30.817
Failed

Merged
2025-10-16 07:59:28.397
Complete

Configured project sharing
2025-10-16 07:52:38.306
Complete

Configured project sharing
2025-10-16 07:52:38.11
Complete

send-data--notification
2025-10-16 07:52:34.99
Complete

sd
2025-10-16 07:52:34.91
Complete

auto-share
2025-10-16 07:52:34.658
Complete

as
2025-10-16 07:52:34.401
Complete

Transferred
2025-10-16 07:52:30.292
Complete

Created
2025-10-16 07:52:30.292
Complete
By: admin

[official xnat acqi]

Actually, some more information has come to light. It turns out the data is actually being shared into the central project. However, when the subject is automatically shared to the central project, they are listed in the central project by their "subject_ID", whereas in the source project they are listed by their "label". However, in the OHIF viewer, they are listed by their label. If we MANUALLY share from the source project to the central project, they get listed by their label. Is there something that can be changed to ensure automatically shared subjects get listed by label rather than subject_ID?