FAQs | Biosafety Clearing-House
Knowledge Base

Frequently asked questions (39)

How do I use the Date filter? (video)

The Date filter appears as the Global Filter on top of the Search page and also as a Sub-filter for certain record types. It always functions the same way. 

The Date filter allows users to search for records published within (i) a pre-determined date range (e.g. “Last 7 Days”); (ii) a specified date range (“Custom Range”); or (iii) on a specific date. The instructions below describe how to perform the 2 latter actions.


How to specify a Date range:

Step 1: On the Search page, click on the Date global filter and then click on the calendar icon. 

Step 2: In the first calendar on the left, find the “from” month and year:

  • Use the arrows or select the month and year from the two drop-down lists. 
  • Click on the specific date of interest.

Step 3: In the second calendar on the right, find the “to” month and year: 

  • Use the arrows or select the month and year from the two drop-down lists. 
  • Click on the specific date of interest.

 NOTE: As you select dates, the calendars on the left and on the right might move/change because the arrows apply to both calendars. 

 TIP: Your selected dates will be displayed at the bottom of the calendar. 

 Step 4: Click on the Apply button to activate your date filter.

  Your selected Date range appears above the free text search box. 


How to select a Specific Date:

Step 1: On the Search page, click on the Date global filter and then click on the calendar icon. 

Step 2: In the first calendar on the left, find the required month and year:

  • Use the arrows or select the month and year from the two drop-down lists. 

Step 3: Double-click on the specific date of interest. 

 TIP: Your selected date will be displayed at the bottom of the calendar.

Step 4: Click on the Apply button activate your date filter. 

 Your selected Date range appears above the free text search box. 


Please also watch the video below, created in-house by the Secretariat:

Date filter
All VIDEOs about BCH

This page contains a compilation of all the help videos, created in-house by the Secretariat, which describe different features and functionalities of the Biosafety Clearing-House (BCH). 

The videos below can also be found in the respective help articles of the Knowledge Base. At present, the videos are available in English only.

NOTE: More videos will be added to this page as they are created.


Help Tools (Materials)

Video Subject Video Links (click below)
 

The BCH offers various help tools to assist with website navigation and performing various tasks. 

The help tools (materials) are accessible through the HELP menu.

 

Knowledge Base
FAQs
Contextual help
TOURS
VLE
Chat
Training Site

“Submit” interface

Video Subject Video Links (click below)

This video describes where you can find virtual self-explanatory tours that walk users through a page, identifying key functions and capacities of the respective sections.  

Tours are available on the following pages: “Country Profiles”; “Submit”; “Search”.

TOURS
This video demonstrates how to submit and publish a National record in the BCH as a BCH National Focal Point (BCH-NFP).
How to submit a National record as a BCH-NFP
This video demonstrates how to submit and publish a National record as a National Authorized User (NAU).
How to submit a National record as a NAU
This video is intended for BCH National Focal Points. It demonstrates how to "Approve", "Edit" or "Reject" a request for publication or deletion of a record created by either CPB-NFP or NAU.
How to Approve, Edit or Reject a request for publication or deletion of a record
This video demonstrates how to submit a Reference record.
How to submit a Reference record
This video explains what "inline" record creation is and demonstrates how to create a record inline.
How to create a record INLINE
This video describes the record validation process and the workflow - the process a record goes through in order to be published when more than one user is involved. It explains different national user roles and also shows how to create and publish, edit, cancel, delete and reject a record. At the end, it briefly describes the workflow for Reference records.
Workflow process between different national users 
This video demonstrates how to upload a submission in the BCH, using the "Submissions (SUB)" online format, in response to a CBD Notification.
How to upload a Submission
This video demonstrates how to cancel a record that has been submitted for publication.
How to Cancel a request
This video demonstrates how to edit a published record in the clearing-house.
How to Edit a published record
This video demonstrates how to delete a draft or a published record in the clearing-house.
How to Delete a draft or a published record
This video demonstrates how to share draft records with other users. 
How to Share draft records
This video demonstrates how to view the history of a record (its current and previous versions). It also explains the “Compare” button.
How to view record history

The video demonstrates the User Management page, accessible through the Submit page, and shows how to add, edit or delete National Authorized Users (NAUs)

 

How to add, edit, delete NAUs

 

This videos shows users how to subscribe to receive emails when records that match their custom search queries are published in the clearing-house. 
How to subscribe to Email alerts
This video demonstrates how to create the "Additional information for the country profile” section on a Country's Profile page.
How to update information on the Country Profile page

“Search” interface

Video Subject Video Links (click below)

This video describes where you can find virtual self-explanatory tours that walk users through a page, identifying key functions and capacities of the respective sections.  

Tours are available on the following pages: “Country Profiles”; “Submit”; “Search”.

TOURS
This video describes Global filters and their purpose in the Search interface.
Global filters
This video describes sub-filters and their purpose in the Search interface.
Sub-filters
This video demonstrates how to use the Date filter.
Date filter

The “Share” feature of the Search page allows users to share search results with others in three ways: by “Link”, by “Email” or by “Embed”. The videos describe those features. 

 

What is ‘Embed’?
How to Share search results by “Link” or by “Email”

 

 

This video shows how to save search results and subscribe to receive emails when records that match saved custom search queries are published in the clearing-house. 
How to save search queries
This video explains what record unique identifier (UID) is in the clearing-house.
What is Record UID?
This video explains two ways to search by record unique identifier (UID) and the difference between them.
How to search by Record UID
This video describes the "Compare" feature which allows users to compare the current version of a record with any previous versions.
“Compare” button
This video demonstrates how to report a problem with a record that has been published in the clearing-house.
Reporting a problem with a published record
This video explains what LMO quick-link is.
What is LMO quick-link?
This video describes three display options of search results: Default, List and Group.
Default-List-Group
This video describes the "Matrix" display of search results.
MATRIX
This video describes the EXPORT feature.
EXPORT

Webinars

In an effort to support users and build capacity on the use of the clearing-house platforms, the Secretariat has conducted a series of webinars on the various features, for example such as searching for information and submitting information, of the ABS Clearing-House (ABSCH) and the BCH

To watch the video recordings of the webinars, please click here.


Forums

Video Subject Video Links (click below)
 
The videos describe how to navigate through a Forum page and perform various functions.Complete Video
Structure of a Forum page
Viewing messages
How to sign in, post, reply to messages
How to Subscribe to and Unsubscribe from a mailing list
Where to find more help?
Who are the National Authorized Users (NAUs)? (video)

In some instances, National Focal Points for the Biosafety Clearing-House (BCH-NFPs) may wish to delegate some or all  the responsibilities for submitting information in the BCH to National Authorized Users (NAUs) .

NAUs can create and manage draft records in designated categories of national information (depending on their assigned role). However, all new records created by NAUs, as well as any modifications that they make to existing records, are subject to validation prior to publication either by the BCH-NFP, in the case of National Records, or by the Secretariat, in the case of Reference Records.

The User Management page, accessible through the Submit page, allows BCH-NFPs to add, edit or delete roles of NAUs for all records or for specific types of records.


To add or update an NAU:

  1. Sign in to the Submit page.
  2. Click on the User Management tab.
  3. To add a new NAU: click on the Add Authorized User button and then follow the online instructions.
  4. To edit an NAU role: click on the ‘list’ icon. Then follow the online instructions. TIP: Use the free text box on the right top corner to find an NAU by typing a word of your choice, or the e-mail of the person you are searching for.
  5. To delete an NAU: click on the ‘trash bin’ icon.

Note that once a role is added or modified, an automatic e-mail message is sent to the NAU with the notification of the new role(s) and a link to updating the profile or resetting the password.


Please also watch the video below, created in-house by the Secretariat:

VIDEO about how to add, edit, delete NAUs

 

 

 

 

What are Email Alerts and “My saved searches”? (video)

The clearing-house allows you to subscribe to receive emails when records that match your custom search queries are published in the clearing-house. For example, you may wish to setup an email alert to be notified when competent national authority records are added or updated by a specific country or region.

This can be done through the Email Alerts tab in Submit or “My saved searches” feature in Search. Please note that when you create email alerts using one of those features, your saved custom search queries will automatically be displayed in both places.



How to save a query and create an e-mail alert:

  1. Sign-in to the clearing-house.
  2. On the Submit page, click on the “Email Alerts” tab.

        OR

   On the Search page, click on the“My saved searches”tab.

  1. Under the “My Alerts” section, click on the “Add new” button.
  2. In the pop-up window that opens:

                --Type the title for your search query.

                --Under the Search section select the filters of interest.

                --Check the box Send me an email when records relevant to this search are added or updated”.

                --Click on the Save button.

NOTE: When you are on the Search page, you can also start by first selecting the required filters, and then clicking on theSave this searchbutton. Since the filters have already been selected, you will only need to name your custom query search and save it. Any time you want to see all your saved search queries,  click on the “My saved searches” tab. Your search queries are displayed in the “My Alerts” section. You must be signed in to perform the described functions.

“My Alerts” section: What do the different icons mean?

“Search”Click on this icon to run the respective custom search query and open it on the Search page.  
“Edit”Click on this icon to edit the respective custom search query.
“Delete”Click on this icon to delete the respective custom search query.
“Email me”Select this check box to include the results of the respective custom search query in your email alert. Deselecting it means that this particular search query will be excluded in your email alert.  


Email alerts frequency

By default, email alerts are sent out weekly. However, you can change the frequency for receiving email alerts from the clearing-house. To do so: from the “Select frequency” drop-down list, select one of the following: Daily, Weekly, Monthly or Never (this option allows you to stop/pause receiving the alerts that are already created without deleting them).

Overview alerts

In the Overview alerts section, you can select the “Email me” check box to add an overview section to your email alert, which will contain a summary of all new or updated records published in the clearing-house within your selected frequency. Deselecting this option will remove the summary.

Unsubscribe

You can unsubscribe from receiving email alerts by clicking on the Unsubscribe link appearing at the bottom of your alert email.


Please also watch helpful videos below, created in-house by the Secretariat.

(Videos were recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

How to subscribe to Email alerts

 

How to save search queries
What does the “Compare” button mean? (video)

The Compare button is seen when you open a record on the Search page or from the summary list that is accessed through the Dashboard (when you click on the ‘list’ icon or on the record type). The purpose of this feature is to allow users to compare the current version of a record with any previous versions. The Compare button is visible only when more than one version of a record exists.


Instructions

  1. Open the record through the Dashboard or in Search.
  2. Click on Compare and select a version from the drop-down list.

Differences between the two versions will be highlighted. Green - means this information was added;Red(or may appear pink) - this information was deleted.


Please also watch the helpful videobelow:

(The video was recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

“Compare” button
How do I submit and publish a new record in the clearing-house? (video)

How to submit “National Records”

 

In BCH, National Records are published by Governments and include national information relevant for the implementation of the Cartagena Protocol, as well as information Parties are obliged to provide in accordance with the Protocol. They can be submitted by national users only, who are:

In ABSCH, National Records are published by Governments and include national information relevant for the implementation of the Nagoya Protocol, as well as information Parties are obliged to provide in accordance with the Protocol. They can be submitted by national users only, who are:

INSTRUCTIONS:

Step 1: Sign in to the Submit page.

Step 2: On the Dashboard:

  • Click on the ‘+’ icon next to a record type to access the online form for creating a new record.

                                       --OR--

  • Click on the ‘list icon’ icon next to a record type. This will open the page with the summary of all the records for that record type. Click on the Add New button.

                                       --OR--

  • Click on the record type to access the page with the summary of all the records for that record type, and then click on the Add New button.

         An “Introduction” will open.

Step 3: Click on the “Submission form”.

Step 4: Fill in the “Submission form” and complete the fields according to the instructions. Mandatory fields are indicated with a red asterisk (*). 

You can also save your record by clicking on the Save Draft button located on the top and bottom right corners. Frequently saving your records is recommended, especially, in case of intermittent internet connections.

Step 5: Click on “Review” to verify the information in your record. If some of the mandatory fields have not been completed, the “Review�� will highlight them. You will not be able to publish the record unless all mandatory fields are completed.

Step 6: If you are a BCH-NFP / ABSCH-PA:  Click on the “Publish” tab and then again on the Publish button. As a result, the record will be published.

Step 7: If you are a CPB-NFP / ABS-FP or NAU: Click on the “Publish” tab and then on the Request Publication button. A "Publishing Request" box will appear. Write an additional message, if you wish, and click on the Send Request button. An e-mail message will then be sent to the BCH-NFP/ABSCH-PA with your request. The record will now have the "Pending approval" status. Once it is published, you will be notified by e-mail and the record’s status will change from "Pending approval” to “Published”.

Step 8: If you are a BCH-NFP / ABSCH-PA and need to publish the record created by a CPB-NFP / ABS-FP or NAU: All records pending your approval are visible on your Dashboard. Whenever a new request for publishing is made, you will receive an automated "publishing request" message at your registered e-mail.  Click on the link provided in the e-mail message. You will be prompted to log into the Clearing-House with your registered account. Once logged in, you will see the details of the "Publishing Request" record with the following buttons: ApproveEditReject. Click on Approve to publish the record. Respectively, you can also edit or reject the request. If you decide to reject a request, the application will allow you to specify the reason.


Important Remarks: 

  • Each National Record that is created (“draft”, “pending request” and “published”) is added to your Government’s list of national records that is shared through the Dashboard among all the national users for your country (Focal Points and NAUs).
  • Once a publication request is sent to the BCH-NFP / ABSCH-PA, the NAU and CPB-NFP / ABS-FP will no longer be able to edit the record. They will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.

Please also watch the videos below, created in-house by the Secretariat:

How to submit a National record as a BCH-NFP
How to submit a National record as a NAU

How to submit “Reference Records”

Reference Records include a number of relevant resources and information. They can be submitted by any registered user (Parties, Non-Parties, governments, civil society and relevant stakeholders). However, it is the responsibility of the Secretariat to verify the accuracy and completeness of these records prior to their publication. Therefore, Reference Records can be published by the Secretariat only.

**********************************************************

INSTRUCTIONS:

Step 1: Sign in to the Submit page.

Step 2: On the Dashboard:

  • Click on the ‘+’ icon next to a record type to access the online form for creating a new record.

                                   --OR--

  • Click on the ‘list icon’ icon next to a record type. This will open the page with the summary of all the records for that record type. Click on the Add New button.

                                   --OR--

  • Click on the record type to access the page with the summary of all the records for that record type, and then click on the Add New button.

          An “Introduction” will open.

Step 3: Click on the “Submission form”.

Step 4: Fill in the “Submission form” and complete the fields according to the instructions. Mandatory fields are indicated with a red asterisk (*). 

You can also save your record by clicking on the Save Draft button located on the top and bottom right corners. Frequently saving your records is recommended, especially, in case of intermittent internet connections.

Step 5: Click on “Review” to verify the information in your record. If some of the mandatory fields have not been completed, the “Review” will highlight them. You will not be able to publish the record unless all mandatory fields are completed.

Step 6: Click on the “Publish” tab and then on the Request Publication button. A "Publishing Request" box will appear where you may enter, if you wish, an additional message that will accompany your request. Then, click on the Send Request button to send your request to the Secretariat. The record will now have the "Pending approval" status. Once it is published, you will be notified by e-mail and the record’s status will change from "Pending approval” to “Published”.

 

Important Remarks

  • Once a publication request is sent to the Secretariat, you will no longer be able to edit the record. You will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.
  • Contacts (CON) are the only records that can be published by any registered user. 

Please also watch the video below, created in-house by the Secretariat:

(The video was recorded in the BCH. However, the ABS Clearing-House (ABSCH) functions exactly the same way!)

How to submit a Reference record
Where can I find ‘Help’ to use the BCH? (video)

The Biosafety Clearing-House (BCH) provides various help tools (materials) to assist with website navigation and performing various tasks. Below is a list of various help materials available in the BCH, which are also demonstrated in the informal VIDEOs, created in-house by the Secretariat:  

HELP TOOLS:

Description

Videos

#1:  Knowledge Base - accessible through the “Help” menu on the top navigation bar. Here you will find various categories of helpful information about the BCH, such as introductory information about the BCH and the Cartagena Protocol, as well as detailed walkthrough on how to perform specific clearing-house tasks. 
Knowledge Base
#2: Frequently Asked Questions (FAQs)  - accessible through the “Help” menu on the top navigation bar. Here you will find answers to the most commonly asked questions. They are also found throughout the Knowledge Base.
FAQs
#3: Contextual help  - accessible by clicking on the question mark symbol located on the top right corner of the website. Contextual help contains information related to the page you are currently on. You can also use the free text Search box to search through all help articles available in the BCH. These are the same articles that you find in the Knowledge Base.
Contextual Help

#4: TOURs - these are virtual self-explanatory tours that walk users through a page, identifying key functions and capacities of the respective sections.  Tours are especially useful for first-time users.

Tours are available on the following pages: “Country Profiles”; “Submit” – on the Dashboard, summary of records page and online Submission form; “Search”.

TOURS
#5: Virtual Learning Environment (VLE) - accessible through the “Training Materials” option of the “Help” menu on the top navigation bar. This site is maintained by the UNEP-GEF BCH III Project Team and contains various help and training materials. These include presentations, links to regional training workshops on the BCH, webinars, videos and other learning tools.  You need to create an account on that site in order to view the materials.
VLE
#6: Chat - located on the bottom right corner. You can use this icon to chat with us directly online. 
Chat

#7: Training Site - accessible through the “Help” menu on the top navigation bar. The training site is a mirror copy of the official BCH and has been implemented to help users familiarize themselves with the various functionalities of the BCH. Once signed in, users may practice submitting records, for training purposes only, as (i) a general registered user, (ii) a BCH National Focal Point (BCH-NFP), (iii) Cartagena Notional Focal Point (CPB-NFP), or (iv) a National Authorized User (NAU). 

By default, on the Submit page users have “Registered User” roles with access to Reference records only. To change your role, please contact us at bch@cbd.int.

Training Site

#8: Other Help Videos 

 

I am a BCH Focal Point: how do I "Approve", "Edit" or "Reject" a record? (video)

General information: “Workflow” for national users

BCH National Focal Points (BCH-NFPs) are the only national users who have the authority to publish all types of National Records in the BCH, including records created by Cartagena Protocol on Biosafety National Focal Points (CPB-NFPs) or National Authorized Users (NAUs). Once CPB-NFPs or NAUs create or edit records and submit them for publication, a workflow is created between the respective national users. A workflow is the process a record goes through in order to be published (or deleted) when more than one user is involved. 

As a BCH-NFP, you have several options when you receive a request for publication.


How to “Approve”, “Edit” or “Reject” a record: 

Step 1: Once a publishing request is made by a CPB-NFP or NAU, you will receive an automated message at your registered e-mail.  This request will also be visible on your Dashboard (below the “Welcome “ section and in the “Requests” column). 

NOTE: As a BCH -NFP, you have  83 days to publish, reject or cancel a request. In the course of the 83 days, you will receive periodic reminders by e-mail. If no action is taken within this time, the record will remain in “Draft” mode, but no more reminder notifications will be sent from the BCH. BCH-NFPs, NAUs and CPB-NFPs will be notified of the termination of the workflow accordingly by e-mail.

Step 2: Click on the link provided in the e-mail notification. You will be prompted to sign into the BCH with your registered account. 

Step 3: Once logged in, you will see the details of the "Publishing Request" record and the following buttons: ApproveEditReject

Alternatively, once logged in to the BCH, you can also see all the records that are pending your approval on your Dashboard. Click on the record to open it.

Step 4: To publish the record: click on Approve.

Step 5: To edit the record: click on Edit, make your modifications in the “Submission form” and then publish the record.

Step 6: To reject the record: click on Reject. A pop-up box will open in which you can specify the reasons for your rejection (for example, you want your NAU to make additional changes). Once completed, click on Reject. An e-mail will be sent to the NAU or CPB-NFP informing them of your decision. Once the NAU or CPB-NFP implements your changes and re-submits the record for publishing, you will receive an e-mail with a new request for publication. 

A CPB-NFP or NAU might want to edit or delete an already published record. Any modifications made to a record by other national users need to be approved by the BCH-NFP. The process is the same as described above.


When you receive a request to “DELETE” a record:

A CPB-NFP or NAU might want to delete an already published record. In that case, the deletion of a record also needs to be approved by the BCH-NFP. As a BCH-NFP, you will also be notified by e-mail of the request for deletion. To approve deletion, just open the record and you will see two self-explanatory buttons: Approve Deletion and Reject (do not delete).


Important Note for NAUs and CPB-NFPs about “CANCELLING” requests:

Once the request for publication or deletion of a record is sent to the BCH-NFP, the NAU or CPB-NFP will no longer be able to edit the record. That user will only be able to cancel it. To cancel a request, click on the record type on the Dashboard and then open the record of interest from the summary of records page. Click on the Cancel request button. The BCH-NFP will be notified by e-mail of the cancellation of the request.


Please also watch the videos below, created in-house by the Secretariat:

How to Approve, Edit or Reject a request for publication or deletion of a record
What is the BCH Training Site? (video)

The BCH Training Site is a mirror copy of the official BCH and has been implemented to help users familiarize themselves with the various functionalities of the BCH. It can be accessed through the Help tab on the top navigation bar. In order to access the site, registered users must sign in with their e-mail and password.

Once signed in, users may practice submitting records, for training purposes only, as (i) a general registered user, (ii) a BCH National Focal Point (BCH-NFP), (iii) Cartagena Notional Focal Point (CPB-NFP), or (iv) a National Authorized User (NAU).

By default, on the Submit page users have “Registered User” roles with access to Reference records only. To change your role, please contact us at bch@cbd.int. The Biosafety Team will assign you the requested role which will be applicable to the Training Site only. Alternatively, you may use pre-existing accounts to practice submitting information in the BCH. To view these roles and associated passwords, click here.

Please note that any records published or modified on the Training Site will NOT affect the official BCH site

Please contact us at bch@cbd.int if you have any questions about the Training Site.  


Please also watch the VIDEO below, created in-house by the Secretariat, about the Training Site:

Training Site

 

What is Record UID? (video)

Record unique identifier (UID) is an identification code assigned automatically by the system to each record published in the Biosafety Clearing-House (BCH).

Record UID consists of a combination of characters and numbers used to uniquely distinguish records in the BCH. 

WHAT DO THE CHARACTERS AND THE NUMBERS MEAN?


NATIONAL RECORDS:

Example: BCH-DEC-FR-123456-2

BCH: Biosafety Clearing-House

DEC: code/acronym for the record type (in this case it is for “Country’s Decision or any other Communication”)

FR: ISO code of the country that published the record (in this case - France)

123456: unique record number that is specific to each record

2: revision number of the record (latest version is always displayed by default)


REFERENCE RECORDS:

Example: BCH-LMO-SCBD-123456-2

BCH: Biosafety Clearing-House

LMO: code/acronym for the record type (in this case it is for “Living Modified Organism”)

SCBD: Secretariat of the Convention on Biological Diversity (never changes as Reference Records are published by SCBD)

123456: unique record number that is specific to each record

2: revision number of the record (latest version is always displayed by default)


Note: Each time a record is updated, the last number of the UID (the revision number) is also increased by 1 indicating a new version. This allows amendments to a record to be tracked and record versions to be more easily identifiable.


Please also watch the helpful video below, created in-house by the Secretariat.

What is Record UID?