Permits Submission

How to Submit Permits

Note

  • Permits can only be submitted after ERGA [1] samples have been uploaded in the Upload Sample Spreadsheet dialog.

  • Permits can only be submitted via a ToL [2] profile [3]. Please see: Steps to Create a Tree of Life Profile for guidance.

  • If you are using a Windows operating system (OS) to upload permits, the file name of the permits should exclude the extension .pdf or .PDF. This is because Windows OS by default, hides file extensions which results in it not being visible to you.

    If you would like to see the file extension, you can enable it by following these guidelines.

    Ultimately, the permit file name should be in the format: permit_name.pdf not permit_name.pdf.pdf.

  • COPO automatically appends the permit file name with the date of the submission during the permit submission process. This is to ensure that the permit file name is unique.

    For example, if a permit with the file name permit_name.pdf is uploaded, COPO will append the date to the file name as follows: permit_name_yyyymmdd.pdf where yyyymmdd is the date when the submission was made.

Warning

  • If you have more than one permit file to upload, they must be uploaded at the same time i.e. after you have clicked the upload-permits-button button, navigate to the directory where the permits are stored and CTRL + click all of the permits so that all the permits are highlighted and uploaded at the same time.

See also

  1. The uploaded samples are shown in a table in the Upload Sample Spreadsheet dialog as shown below. Click the upload-permits-button button to browse your local (computer) system for .pdf permits for the samples.

    Upload Sample Spreadsheet dialog with uploaded samples

    ERGA manifest submission: ‘Upload Sample Spreadsheet’ dialog with uploaded samples

  2. The permits table is empty under the Sample Permits tab in the Upload Sample Spreadsheet dialog.

    Upload Sample Spreadsheet dialog with no permits uploaded

    ERGA manifest submission: ‘Upload Sample Spreadsheet’ dialog with no permits uploaded

  3. The permits table is populated with the permits uploaded under the Sample Permits tab in the Upload Sample Spreadsheet dialog

    Upload Sample Spreadsheet dialog with permits uploaded

    ERGA manifest submission: ‘Upload Sample Spreadsheet’ dialog with permits uploaded

  4. Click the finish-button button to submit the permits and samples.

    A Submit Samples confirmation dialog is displayed. If you decide to confirm the samples submission, click the Confirm button.

    'Submit Samples' confirmation dialog

    ERGA manifest submission: ‘Submit Samples’ confirmation dialog

Download Submitted Permits

Note

  • Permits can only be downloaded after they have been submitted.

  • Permits cannot be deleted or modified after they have been submitted.

  • The accept-reject-samples-navigation-button button will only appear on the web page if you are assigned as a sample manager.

Hint

  • To select multiple sample records, hold down the Ctrl key on your keyboard and click the sample records that you would like to select.

  • To select a range of sample records, hold down the Shift key on your keyboard and click the first and last sample records that you would like to select.

  • To select all sample records, click select-all-button

  • To select filtered sample records, click select-filtered-button

  • To clear selection of sample records, click clear-selection-button


On Samples web page

  1. Navigate to the Samples web page.

    See How to access Samples web page section for guidance.

  2. Select the sample record(s) that you would like to download permits for.

    Then, click the download-permits-button1 button to download permit(s) submitted for the selected sample record(s).

    Samples web page with sample record(s) selected and a pointer to the 'Download permits' button

    Samples web page: Pointer to ‘Download permits’ button


  3. If any permit submission(s) exist for the selected sample record(s), the permits will be automatically downloaded for the selected sample record(s) as shown below:

    Hint

    Permits will be downloaded as a .zip file

    If no permits were submitted for the selected sample record(s), a message is displayed in the popup dialog indicating such as shown below:

    No permits exists message in popup dialog for selected sample record(s)

    Samples web page: Popup dialog displaying message, ‘No permits exist for selected sample record(s)’

On Accept or Reject Samples web page

If you have been assigned as a sample manager, see Download submitted permits section for sample managers <permits-submission-download-permits-sample-managers> for more information.


Footnotes