Tag Article | Biosafety Clearing-House

Workflow and record status tracking

 23 Nov 2021 02:43

Workflow for national users submitting “National Records”

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 or updated by Cartagena Protocol on Biosafety National Focal Points (CPB-NFPs) or National Authorized Users (NAUs). Once a CPB-NFP or NAU creates, edits a record, or deletes a published record, and submits the request for publication or deletion to the BCH-NFP, 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. 

The BCH-NFP receives a notification by e-mail and has 83 days to publish, edit or reject the request. Once an action is taken by the BCH-NFP, the user who requested it will be notified by e-mail. In the course of the 83 days, the BCH-NFP will periodically receive reminders by e-mail. If no action is taken within this time, the workflow will be terminated and the record will remain in “Draft” mode. BCH-NFPs, NAUs and CPB-NFPs will be notified accordingly by e-mail. 

Once a record is sent for publication to the BCH-NFP, the submitting NAU or CPB-NFP will no longer be able to edit it. They will only be able to cancel it. 


Workflow for all registered users submitting “Reference Records”

Once a registered user submits a request for publication or deletion - a workflow is created between the user and the Secretariat. A workflow is the process a record goes through in order to be published (or deleted) when more than one user is involved.

In this case, it will be the Secretariat who will receive the notification by e-mail. Once an action is taken by the Secretariat, the user who initiated the request will be notified by e-mail.

Once a record is sent for publication to the Secretariat, the registered user will no longer be able to edit it. The user will only be able to cancel it. 


Important Remarks

Contacts (CON) are the only records that can be published by any (national or general) registered BCH user. 


INFORMATION FOR ALL USERS: How to check the status of records?

The BCH offers users several options to check the status of all of the record requests they have sent for publication or deletion. These options are:

  • Notification: users are automatically notified by e-mail of any action taken with respect to their records.
  • Dashboard (option 1): users can see the status of requests in the respective columns (“Published”, “Drafts”, “Requests”) of the “Record overview” section.      
  • Dashboard (option 2): The “Pending requests” section appears below the “Welcome” section where users can view requests pending approval.   
  • Requests tab: allows users to view pending requests as well as a history of all previous requests. You can filter by request type and record type. Users can also open records directly from this tab.   
  • Alerts tab: allows users to see all notifications and messages received from the BCH, including requests. You can open records directly from this tab.
  • ‘Bell’ icon: This icon is located at the top right corner of the website; the number in the red circle alerts users to the number of ‘unread’ messages they have received. Click on the ‘bell’ to see all the notifications, and then click on the specific message to see its details.