Attachments Overview

 

Adding Attachments to a New Protocol

 

The Animals module within Insight provides the ability to add attachments to a protocol via the Attachments page.  The submitter is presented with a list of the required attachments based on the answers provided when completing the forms.  From this list, the submitter designates which attachments will be added electronically and which will be sent in via mail or fax in hard copy format.

 

For electronic attachments, the submitter can browse to select files to attach and, once all files have been selected, upload them in a single transfer to the protocol by clicking the ‘Save’ button on the page.  If the attachment mode is selected as a hard copy a word document will appear on the page.  Clicking on the PDF icon launches a fax cover sheet that can be printed to include with the document.

 

Depending on the type of application, there may be attachments that are required in order for the application to pass the validation process.  For example, a Flowchart is always required for a Standard or Tissue Application.  The protocol will not pass validation until the required attachments have been added to the Attachments page.

 

In addition to the required attachments identified by the system, additional attachments of any file type can be added by clicking on the ‘Add Row’ button just under the grid.

 

 

Screenshot:  Attachments Page

 

 

In the screenshot above, the submitter has navigated to the Attachments page after completion of the forms for Standard Application.  The required Attachment Types in this case (Flowchart, MSDS Sheet and Chemical Hygiene Plan) are listed. 

 

Main Screen Elements

Column Name

Description

Attachment Type

Indicates the type of attachment.  Valid values include ‘Outside IACUC Approval Letter’,  ‘Outside IACUC Approved Protocol’, ‘Protocol Abstract’, ‘Protocol Summary’, ‘Detailed Protocol’, ‘Flowchart’, ‘Safety Info’, ‘MSDS Sheet’, ‘Chemical Hygiene Plan’, ‘Citations or References’, ‘Other’, ‘Staff Certification’, ‘Point by Point Response’ and ‘Grant’.  If a specific type is not available in the list, select type of ‘Other’ and give the document a meaningful title so it is easily identifiable.

Title

Text box field in which the user can enter a title (short name) of the attachment to further identify the document.  If a default value is provided, the user can edit the title.

Attachment Mode

Indicates whether the attachment will be Electronic or Hardcopy.  Electronic documents must be uploaded at the time that the Electronic box is checked.  Hardcopy documents can be sent later.

Select File

If the ‘Electronic’ Attachment Mode is selected, the browse button will appear to allow the user to find the file to be uploaded.  The name of the file will be populated in the Select File box.  If ‘Hardcopy’ Attachment Mode is selected, these fields are disabled as they are not applicable.

Forms ID

A unique ID assigned to the submission process.  For example, new protocols are assigned IR (Initial Review); Annual Reviews and Amendments are assigned a sequence number along with the process identifier (i.e. AR3, AME1).

Date Uploaded

The date on which the document (selected file) was uploaded to the page. This column only appears after the upload is complete.

View Attachment

An icon reflective of the document type uploaded (Word Document, Excel Document, etc).  When clicking the icon, the file will open in the correct format.  This column only appears after the upload is complete.

Mark for Deletion

Allows the user to remove the row from the list by checking the box on the appropriate row in the grid and clicking the ‘Save’ button.  If the wrong file was uploaded, the row in the grid must be removed and then re-added.

 

Adding Attachments to a Process: AME, AR, and TR Submissions

 

The Animals module within Insight provides the ability to add attachments to a protocol process for the submission of an Amendment, Annual Review or Triennial Review.  Attachments can always be added when processing an Amendment, an Annual Review or a Triennial review and sometimes it is required to add new attachments or new versions of attachments.

 

Attachments are added or modified on the Attachments page.  There is a column on the page called “Include with Submission”.  If a new attachment is added or an existing attachment is versioned, this box will be checked by default and the submission will then include the updated or newly added attachments.

 

Screenshot:  Attachments Page for a process

 

Protocols can only have one attachment type of “Flowchart”.  If a user clicks “add row” and chooses attachment type of “Flowchart” which already exists on the protocol an error message will appear.  This informs the user that new versions of these attachment types can only be added by adding a new version of the document, not a new row with this attachment type.

 

 

 

Attachment Versioning

Attachment Virus Scanning