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: Approve, Edit, Reject.
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: