FAQs | Biosafety Clearing-House
Knowledge Base

Frequently asked questions (38)

I am a BCH Focal Point: how do I approve, reject, cancel or approve deletion of a request?

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: Reject (do not delete) and Delete.


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

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

How do I use the Date filter?

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. 

How do I update information on the Country Profile page?

THIS INFORMATION IS FOR NATIONAL USERS ONLY.
 

Use the Country Profiles for Biosafety Clearing-House (BCP) online format to create or edit additional information to appear on your Country Profile page. The information published through this common format will be displayed in the “Additional information for the country profile” section.

Please note that only one country profile record per country can be created. There is no offline common format for this record type.

Instructions:

  1. Sign in to the Submit page.
  2. If the record exists: on the Dashboard, click on the Country Profiles for Biosafety Clearing-House (BCP) or click on the ‘list’ icon. Then click on the record from the list, and then on the ‘edit’ icon.
  3. If the record does not exist: on the Dashboard, click on the ‘+’ icon to create it. TIP: If you inadvertently click on the ‘+’ icon and the record does exist in the BCH, the system will automatically alert you and will redirect you to the existing record. 
  4. Fill in the “Submission form” and complete the fields according to the instructions.
  5. Publish your record.

Please note that, as with all National Records, only the BCH National Focal Point (BCH-NFP) has the authority to publish the BCP record. 

If you are a CPB National Focal Point (CPB-NFP) or National Authorized User (NAU): once you click on “Publish”, you will then need to click 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 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”.

If you are a BCH-NFP and need to publish the record created by a CPB-NFP 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 in to the BCH 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.

How do I subscribe to the BCH newsletter?

All BCH users with registered BCH accounts may subscribe to receive recent Biosafety Protocol News – a newsletter on the Cartagena Protocol on Biosafety.

The purpose of the newsletter is to promote awareness of the Cartagena Protocol on Biosafety and provide a means through which Parties to the Protocol and other stakeholders could share news and information regarding their efforts and experiences.

To subscribe to receiving the BCH newsletter, please go to this link: https://bch.cbd.int/member/subscriptions.shtml 

How do I submit and publish a new record in the BCH?

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:

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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:

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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 it. They will only be able to cancel it by opening it from the Dashboard and then clicking on the Cancel request button.

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 it. 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. 
How do I share search results and published records with others?

The  “Share” feature of the Search page allows users to share search results or a single record with others. There are three ways to share clearing-house records: by URL, by email or by embedding record(s) into another webpage. 

The Share button can be found in two distinct locations:

  1. At the top-right of the main Search page: clicking on the Share button at this location allows you to share the entire search results. All global filters and sub-filters you select will be represented in the URL, email, or embed that you share.
  2. At the top-right of a published record: clicking on the Share button at this location allows you to share this particular record. 

HOW TO SHARE:

Once you click on the Share button, you will be presented with a pop-up box containing three share options: “Link”, “Embed” and “Email”:

  • In the “Link” option, click on the Generate link button. A link will be displayed in the same pop-up box. Click on the Copy button and paste the link where you wish to share the content. 

 

  • In the “Email” option, type the e-mail address(es) of the recipient(s) you wish to receive the record or search results. Click Send. The link will be automatically generated and included in the e-mail message. TIP: Use commas or semi-colons to separate multiple email addresses.

 

  • In the “Embed” option, type the domain where you intend to embed the page and click on Generate code. A script will be generated and displayed in the same pop-up box. Click on the Copy button and paste the script where you wish to embed the content. 

 

How do I save my searches?

“My saved searches” feature, available on the Search page, allows users to store search filter selections to their user preferences and receive immediate e-mail notifications when new records that match the specified criteria are published.

Important Note: At the moment, e-mail notifications only respond to the Global filters that are saved. That means that when new records are published, the e-mail notification will be executed based on the specified Global filters only. Sub-filters, if selected, will not be included in the query (this is temporary).


To SAVE your search results:

  1. Select your Global filters and then click on the Save this search button.
  2. In the window that opens, type the title of your search.
  3. Optional: check the“ Send me an email when records relevant to this search are added or updated”
  4. Click on the Save button.

Another way:

  1. On the Search page, click on “My saved searches” and then click on the Add new button. 
  2. In the window that opens:

- Type the title of you search.

- In Search, select the global filters of interest.

- Optional: check the“ Send me an email when records relevant to this search are added or updated”

        3. Click on the Save button.

NOTE: to run and quickly access your saved search, click on the Search icon/button (which you see once you click on "My saved searches”) for the respective saved search .


To EDIT your searches:

  1. On the Search page, click on “My saved searches”.
  2. Click on the Edit icon/button of the respective search.
  3. In the window that opens: edit your selections (title, filters, receipt of e-mail notifications when records relevant to this search are added or updated).
  4. Click on the Save button.

NOTE: to stop receiving updates  by e-mail, simply deselect Email me check box. To delete the saved search, click on the Delete icon/button.


TIP: If you have already used the Preferences tab on the Submit page to set up you e-mail notifications, these ‘preferences' will also be displayed in “My saved searches” section on the Search page. Both, the Preferences tab and “My saved searches”, function exactly the same and saved searches, once defined and saved, are shown in both places automatically.

How do I reset my password?

Click on https://accounts.cbd.int/password/reset to reset your password. You will be prompted to enter your registered e-mail address. An e-mail will then be sent to you with instructions on how to reset your password.


You can also reset your password through the Clearing-House:

  1. Click on SIGN IN on the top-right corner.
  2. In the box that opens, click on “Forgot password?”.
  3. Enter your registered e-mail address and click “Submit”. An e-mail will then be sent to you with instructions on how to reset your password.
How do I edit an already published record?

You can edit a record that you have published from the Submit page or the Search page.

From the Submit page:

  1. Sign in to the Submit page.
  2. On the Dashboard:
  • Click on the number in the “Published” column of the respective record type. This will open the page with the summary of all the records for that record type.

        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. 

        OR

  •  Click on the record type to access the page with the summary of all the records for that record type. 

      3. Find your published record and click on the ‘edit’ icon.

      4. In the “Submission form”, fill in the fields and complete the submission process.


From the Search page:

  1. Find your record and click on it to open it.
  2. Click on the Edit button on the top right corner.
  3. In the “Submission form”, edit the required fields and complete the submission process.

Note: in order to see the Edit button in Search, you need to be signed in to the BCH with your registered user account. 


Important Remarks: 

An edited record goes through the same validation process as a newly created record. National Records are validated and published by the BCH National Focal Point in the BCH and ABS Publishing Authority in the ABSCH. Reference Records are verified for the accuracy and completeness and then published by the Secretariat. Once the record has been validated and published, the submitting user will receive an automatic e-mail notification that the record has been published. In some cases, the user may receive a request for more changes prior to validation.

How do I designate or update a National Authorized User (NAU)?

The User Management page is accessible through the Submit page and allows Biosafety Clearing-House National Focal Points (BCH-NFPs) to add, edit or delete roles of National Authorized Users (NAUs) for some or all types of National Records. When adding a new NAU, the BCH-NFP will be asked to enter the e-mail address of the person to be nominated. The system will automatically search for any match in the list of registered users in the BCH , respectively. If the new NAU is not yet registered, it will ask for further details. Whether the user is new or already registered, the system will present to the BCH-NFP a list of roles that can be added.

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.

Instructions for BCH-NFP:

  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.
  5. To delete an NAU: click on the ‘trash bin’ icon.

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.