Submitting Permits

Note

  • Permits can only be submitted via a Tree of Life (ToL) profile [1]. Refer to 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.

  1. Upload samples.

    Refer to Samples Submission (Tree of Life (ToL) profiles) section for guidance.

    Note

    Permits can only be submitted after ERGA [2] samples have been uploaded in the Upload sample spreadsheet dialogue.

  2. The uploaded samples are shown in a table in the Upload sample spreadsheet dialogue as shown below.

    Important

    • The upload-permits-button button becomes available only after uploading a sample manifest that has Y set to any of the following columns: ETHICS_PERMITS_REQUIRED, SAMPLING_PERMITS_REQUIRED or NAGOYA_PERMITS_REQUIRED.

      Similarly, if Y is set in any of these columns, the corresponding permit file name column must be populated with the permit file name.

    • Permit uploads must be completed in the same session in which the sample manifest is uploaded, as the permit upload process depends on the sample manifest metadata. Therefore, ensure that step 1 is completed in the same session.

    Upload sample spreadsheet dialogue with uploaded samples

    Sample upload preview


  3. In the sample spreadsheet dialogue, click the Sample Permits tab then, click the upload-permits-button button to browse your local (computer) system for .pdf permit files to upload.

    Upload Sample Spreadsheet dialogue with no permits uploaded

    Dialogue with no permits uploaded


  4. After uploading permits, the table under the Sample Permits tab is populated with them.

    Upload Sample Spreadsheet dialogue with permits uploaded

    Dialogue with permits uploaded


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

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

    'Submit samples' confirmation dialogue

    Confirm sample upload

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.


On Samples page

  1. Navigate to the Samples page.

    See Accessing the Samples page (Tree of Life (ToL) profiles) section for guidance.

  2. Select the sample records that you would like to download permits for.

    Then, click the download-permits-button1 button to download permits submitted for the selected sample records.

    Tips for selecting records

    Tip

    • Hold Ctrl and click to select multiple records.

    • Hold Shift and click the first and last record to select in the

    • range.

    • Click select-all-button to select all records.

    • Click select-filtered-button to select all filtered records.

    • Click clear-selection-button to unselect selected records.


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

    Click Download permits button


  3. If any permit submissions exist for the selected sample records, the permits will be automatically downloaded for the selected sample records as shown below:

    Hint

    Permits will be downloaded as a .zip file

    If no permits were submitted for the selected sample records, a message is displayed in the popup dialogue indicating such as shown below:

    No permits exist message in popup dialogue for selected sample records

    Dialogue indicating no permits exist for selected sample records

On Accept or Reject Samples page

If you have been assigned as a sample manager, see Download Submitted Permits (Sample manager guide) for more information.