FAQs | Access and Benefit-Sharing Clearing-House
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ABSCH Knowledge base

Frequently asked questions (23)

How can I share my draft record?

The Clearing-House allows you to share your draft records with other users. 

During the submission process, as soon as you click on the Save Draft button, two buttons appear on the top right corner of the online form: Share and PDF.

These buttons are visible when you open any draft record.

  • You can click on the PDF button to export data into a PDF file that you can download and then share.

           OR

  • You can click on the  Share button – this is the recommended option.

“Share” button:

Once you click on the Share button, a pop-up box will open, and you will be presented with two options: “Send by URL” and “Send by email”. 

Perform ONE of the following:

  • In “Send by URL”, click on the Create link button. The link will be generated and displayed in the same pop-up box. Click Copy and then paste the link into your e-mail message.

Important Note: This option allows you to share the link with both: registered Clearing-House account holders and non-registered individuals. The link you share will be in ‘read’ mode only.

              OR

  • Click on the “Send by email” tab. Enter the e-mail address(es) of the recipient(s) you wish to receive your draft document. TIP: Use commas to separate multiple email addresses. Click Send. The link will be automatically generated and included in the e-mail message. The link you share will be in ‘read’ mode only.

Important Note: This option allows you to share the link with registered Clearing-House account holders only (national and regular users). Recipients must log into the Clearing-House with the email address(es) that you have entered in order to view the draft record.

Additional Information:

In both case above (“Send by URL” and “Send by email”): the link will be active for 10 days only and any updates made will be visible to the recipients until the link expires.

How can I receive notifications when certain records are published?

Account holders can subscribe to receive automatic notifications/updates when records in certain categories, selected by the users, are published in the Clearing-House. 

Users can do so by using the Preferences tab accessible through the Submit interface. The Preferences tab functions exactly the same way as “My saved searches” feature (in Search). It allows users to store search filter selections to their user profile and receive immediate e-mail notifications when new records that match the specified criteria are published. For example, users may wish to be notified every time a decision or a risk assessment record is published by specific countries or regions.

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 SET UP your e-mail notification preferences:

  1. On the Submit page, click on the Preferences tab.
  2. Click on the Add new button.
  3. In the window that opens:

- Type the title of you search.

- In Search, select the global filters of interest.

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

        4. Click on the Save button.


To EDIT your e-mail notification preferences:

  1. Click on the Edit icon/button of the respective search.
  2. 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).
  3. Click on the Save button.

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


TIP: If you have already used “My saved searches” feature on the Search page, your saved searches will automatically be displayed in the Preferences tab. 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 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.

Where can I find information on National Reports?

National Reports can be found:

  • On the Search page.

                   --OR--

  • On the National Report Analyzer page. On the top navigation bar, click on Search and then on “National Report Analyzer”. The National Report Analyzer tool allows users to perform various analyses of the information contained in the reports. You can open the report from the National Report Analyzer. To do so:
    1. In “National Report” drop down list, select the report of interest.
    2. In “Geographical areas” drop down list, select “Select countries”.
    3. Click on the country(ies) of interest, and then click on the Close button.
    4. Click on the Analyze button. An analysis report will appear.
    5. In the column to the right, click on the country name and then on the country code (for example: click on Belarus and then on BY). The report will open.
What does the “Compare” button mean?

The Compare button is seen when you open a record on the Search page or from the summary list that is accessed through the Dashboard (when you click on the ‘list’ icon or on the record type). The purpose of this feature is to allow users to compare the current version of a record with any previous versions. The Compare button is visible only when more than one version of a record exists.


Instructions

  1. Open the record through the Dashboard or in Search.
  2. Click on Compare and select a version from the drop-down list.

Differences between the two versions will be highlighted.

How can I search by Record Number?

The record number is a part of the record unique identification (UID) code. It is a unique number that is assigned automatically to each record published in the Clearing-House and is used to uniquely distinguish records. 

UID consist of characters and codes. The record number exists near the end of the UID, just before the revision number. Example: “123456” in “BCH-DEC-FR-123456-2”.

There are two ways to search by record number:

  • Use the free text search box located on the top of the Search page above Global Filters. 

Type the record number of interest and click ENTER or click on the magnifying glass. 

If your record number is referenced in other records, the results will display all records that contain that number. However, the original record will appear as the first on the list of search results.

OR

  • Use the “Free Text” sub-filter:

Select a ‘Record Type’. In the “Free Text” box, type the record number and click ENTER or click on the magnifying glass. 

If your record number is referenced in other records, the results will display all records that contain that number. However, the original record will appear as the first on the list of search results.


Note: In both cases, the results always show the latest version of the record.

How can I search for information in the Clearing-House?

The Search page is where you will find all information available in the Clearing-House.

On the Search page, records are organized into three categories: “National records”, “Reference records” and “SCBD records”. By default, no filters are set. The search results are separated by record category and displayed under separate tabs. The “All records” tab is displayed by default, but users can select a particular category of interest to view only the associated records. The total number of records that exist in the database for each tab is indicated inside the black circle

Records are also colour-coded to reinforce its record category:  

  • Records in blue = National records;
  • Records in orange = Reference records;
  • Records in grey = records managed by CBD Secretariat.

FILTERS

The BCH offers users a wide variety of filters to facilitate the search for specific information of interest.

There are two types of filters:

  • Global Filters appear on the top of the Search page, just below the free text search box and consist of 5 pre-defined filters: Record types,  Keywords, Country, Regions and Date.

These filters allow users to search the entire database through all record categories. Records can be searched by selecting a combination of any of the global filters. This gives users the flexibility to retrieve a very wide or a very narrow set of results. 

Free text search also applies to the entire database and can be combined with the global filters. It allows users to search the database by typing any word(s) of your choice. TIP: Change the website to your preferred language before typing the text in that language.

Global Filter options:

Record typesClick here to search by specific National, Reference or SCBD categories of records.
KeywordsClick here to select from a pre-defined list of keywords. 
CountryClick here to filter by a country or countries.
RegionsClick here to filter by region(s) or regional group(s). 
DateClick here to filter by a specific date or date range.

When a filter option is selected, the search will automatically be executed, and the active filter will appear at the top of the Search page. Scroll down to view the results. 

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  • Sub-filters appear when you select a particular option within the Record types global filter.  They are displayed below the global filters, just to the left of the search results. For example, in BCH, if you select Competent National Authority (in the “National records” category), the following sub-filters appear on the left side (scroll down to see them):  ‘Free Text’,  ‘Administrative functions’, ‘Types of organism(s) under its responsibility’. You can continue to use these sub-filters to further narrow your search for the Competent National Authority(ies) of interest.

Each record type has its own specific set of sub-filters. The sub-filters, including the Free Text, apply only to the selected record type.  

You can continue narrowing your search by using the sub-filters only, or a combination of sub-filter and global filters.

Please also TAKE SEARCH TOUR.


Important Note

Contacts (CON) are only searchable if they are referenced in other records.

What is “inline” record creation and how do I create a record inline?

Completion of the online “Submission form” for specific record types may require reference(s) to other record(s). For example, entering of additional contacts, associated risk assessments, genetic elements, or decisions may be required before a record can be submitted. If the associated record is already published in the Clearing-House, users can simply select it from a provided list and attach it to the new record submission. If the associated record does not exist, users can create it directly within the main “Submission form”. This is called “inline” record creation. 

1. In the “Submission form” of various formats where you can add referenced record(s), you will see buttons below the respective fields with a ‘+’. For example (in BCH): +Add record(s), +Contact or +Genetic element, and others.

2. When you click on one of those buttons, a pop-up box will open displaying all corresponding records published in the Clearing-House.

3. Search for the required record in that pop-up box. Tip: use the “Search” free text box. You can also change the view from ‘List’ to ‘Table’ by using the buttons on the right.

4. If the record is found: click the check-box next to the record and then click on the Select button. That record will be added on the main “Submission form” in the respective field. You can add as many records as you need.

Tip:  You can preview a record of interest from the “inline” pop-up box by clicking on it.

5. If the record is not found: click on the Create button (it will also include the name of the record type, for example Create Living Modified Organism in BCH). An inline “Submission form” will appear. Fill in the form. 

You can create as many records inline as you need.


Important remarks: 

  • During “inline” record creation, the same rules for submitting and publishing National and Reference Records apply to various user roles. If the user does not have the authority to publish the record, the record created “inline” will still be added to the “Submission form” of the current record but will have a “pending approval” status. Users can continue with the submission process of the main record (no need to save it as a draft and return to it at a later time). The record created inline that is “pending approval” will appear as a draft in the main record, as well as on your Dashboard. Its status will change once the record is published. 
  • Contacts (CON) are the only records that can be published by any registered user. But they are searchable only if they are referenced in other records.

If you have more questions, please chat with us by clicking on the Chat icon located at the bottom right corner, or contact us at bch@cbd.int / absch@cbd.int

How do I delete a published record?

You can delete a published or a draft record at any time through the Submit page.

  1. Sign into the Submit page.
  2. On the Dashboard:
  • Click on the number in the “Published” (or “Drafts") 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 to access 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 (or draft) record, and click on the ‘trash bin’ icon to delete it. 


Important remarks: 

Deletion of a record goes through the same validation process as creating or editing a record. Deletion of a National Record is validated and approved the BCH National Focal Point in the BCH and ABS Publishing Authority in the ABSCH. Deletion of a Reference Record is verified and approved by the Secretariat. Once the record has been deleted, the submitting user will receive an automatic e-mail notification that the record has been deleted. 

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.

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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.