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How to collaborate on a submission

Solution

Collaborating via the submission form

The submission form allows to invite other people to collaborate on a submission. Once you are on the submission form of a project, you can find the link to manage your collaborators on the left side of the screen:

On the Manage invitations screen you'll find a link Invite a contributor. Your collaborator must have an account on submissions.swissethics.ch (tell him/her to register if not already done, see here on how to register).

Below you can manage which screen(s) the invited person will be able to see and fill/edit by selecting the checkboxes in front of the screen(s) name(s).
The invited person(s) will always be able to see the summary of the submission, but will not be able to submit the application to the EC.

The invited person will receive an email with a link to the research project's application form. 
While the invited party is working on the research project's submission, the submission form is updated live, e.i all modifications will impact the application without delay. There is no track-change mode.

Once the invited party has finished its contribution, it can click on "submit". S/he will then see a confirmation that an email has been sent to the projects owner informing him/her about the completion of the collaboration. Afterwards the invited party has no longer access to the project.

The inviting party receives an email informing that the invited party has completed her/his contribution to the project (the email contains a link to the project).

Later, after the EC unlocks the project for updates, the account owner can invite new contributors to collaborate on the subsequent submissions of the project.

If the project owner wants to re-invite the same contributor(s) as the first time, s/he has to first revoke the access.
The account owner can then re-invite the same person(s), following the same process as described above.

Important points about the collaboration feature

  • As the initiator you are the "master" of a submission: only you can submit the project to an Ethics Committee, only you may invite collaborators.
  • Your collaborator "submits" to you (not the EC) after finishing his/her input by clicking on Submit. The submission system will send you an email as soon as your collaborator has finished his part(s). The final submission to the EC has to be done by the account holder who started the project (open the project, go to the Summary Screen and click on Submit).
  • You may revoke a collaborator's access to a project or invite new collaborators at any time on Manage invitations (see screenshot above).
  • Modifications by your collaborator are "live", they directly modify the project you see in your account

Other means to collaborate

BASEC-submission-accounts only allow one set of login data (Email address and password).

If you need to give full access to your projects to a colleague, you would have to share your login data with him/her (e.g. if your working in a group and one person is on vacation).

For teams you could also just use the same login data, basically using the same account (e.g. with a general Email-Address like basec_submissions@mycompany.com).

Some automatic Emails from BASEC only go to the login-email-address of the account the project has originated. These automatic emails generally don't contain very important information, e.g. confirmation of submission.

One other idea for teams working on a set of submissions: use an account per project (or group of projects) by setting up different accounts: e.g. one account with basec_submissions_type1@mycompany.com, one account with basec_submissions_type2@mycompany.com, etc.

The Ethics Committees will take care that important information is sent to all interested parties indicated in the submission form.

 
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