To add a new award, select ‘Add New Award' located to the right of the Awards page and complete the required fields. Fields marked with a red asterisk are mandatory. Alternatively, use the RHT Uploader to input all of your award data into an RHT template, which can then be uploaded. This template also has an explanation of all the fields required.

Sending Invitations Video

Once your awards have been created, you can send a system-generated invitation, either as the last step when creating your award manually, or via the Bulk Update and Edit instructions shared below.

Response codes are a status or code of an award, determined by the funder to specify the requirements for each award submission expectation. Research Organisations can refer to these to follow up with their award holders.

You can search for awards by specific variables, there are multiple ways to consider, once found this is where you are able to manage your awards. Short descriptions of each search field are listed below.

• Award(s): Search by award ID or award title, auto lookup will search for your award as soon as you start typing, click your award to select it from the list.
• Location or Institute: Search for awards by the location or institute name, auto lookup will search as you type.
• Researcher or Principle Investigator (PI): Search by name of the award holder.

Underneath the three default fields, you also have the option to ‘Add a Search Term’

• Award Type: [Capital/Infrastructure, Fellowship, Research Grant, Studentship, Travel, Other]
• Category: This allows you to search for awards that have been assigned to specific categories.
• Discipline: [Arts & Humanities/Generic/Life Sciences/Physical Sciences/Social]
• Submission Status > Submitted/Not Submitted
• Never Accessed
• Date added to Researchfish > Select Dates
• Reporting Node: Search for awards based on the assigned node
• Submission Period: Find awards based on the submission period they are assigned to
• Response Code: Search for the award based on Response Code

You can enter multiple search criteria at once.

After performing a search, above the table of results, on the right side of the page, there is a search box to insert free text if you want to further narrow your search, for example so show all awards that display the word ‘computer’ type this in the search box and all relevant awards with this the keyword will display.

If you are going to be using the same search criteria multiple times, it may be useful to save this search to use again later. Simply click ‘Save Search’ and it will remember it as your default search the next time you access this page. You are also given the option to rename (by clicking on the name and re-typing)or remove the search.

• Example: To view all awards which have not yet been submitted, with a response code 1:
  ‘Add Search Term’> ‘ Submission Status’ > ‘Not Submitted’
  ‘Add Search Term’> Response Code > 1
  ‘Show Awards’

The awards table has a default number of headers displayed. You can change which columns are

presented to you via the ‘Change Columns’ button shown at the top of the list of awards. This will allow you to select the criteria you want for the most relevant information to you. You can select from:

Download the list of awards as a CSV file using the ‘Download Award Details’ button. This will provide you with a list of all the award details in a CSV format. You can use this list to return any updates or changes, or you can use it to filter down to more award-specific details.

Editing Awards Video 

You can bulk update your awards and assign them one of the actions from below. (see Settings to create categories, nodes, and Submission Periods)

• Alter Category
• Download Data (also see Exports).
• Alter Response Code
• Alter Submission Period: This enables you to assign an award or groups of awards to a previously created submission period
• Close Award: This enables you to close the selected award(s), once closed the award will no longer be visible to the PI to add outputs. (Please note once an award has been closed it cannot be recreated with the same award ID or edited in any way - We recommend setting it to a ‘Response Code 3’.)
• Resend Invitation: This will resend email invites to award holders who need to accept the award to show on their account (More on Invites here)
• Assign Additional Question
• Remove Additional Question To make the change
• Run a search for the awards you want to assign the change to.
• Use the checkboxes on the left or use the ‘Select All' checkbox at the top of the list
• Select the ‘Choose Action’ dropdown menu shown at the bottom of the table and choose from the selection e.g. ‘Alter Category’ > [Category Name] > ‘Save’.
   

“User Accounts” allow you to send administrator invitations to other people you wish to assist you in overseeing your organisation on Researchfish. Add New Users by selecting ‘Add a New Administrator’, to allow them an insight of your organisation

Full Access - This role grants full access to the system- read and write data. Full-access users can amend the permission roles of other users, create more users or delete old ones.

Non-admin access - This role disables the ability to edit data (read-only access)

Content management - This role enables the user to edit the organisation details that appear for your organisation on the Our Members page.

API Access - The API User role must be selected if users wish to access Researchfish data using the Application Programming Interface (API). Contact rfclientsupport@researchfish.com for more details on this.

This page allows you to include your organisation details such as your Primary/Web Contact Details which allows other members of the Researchfish community to contact you (such as other RO’s or Funders.) You can upload your organisation logo to be displayed in areas where your details are displayed. You can also include your award Terms and Conditions (which PIs must accept to make a submission), any organisation details, and your website. 

This enables you to add and edit categories that are used to filter awards. To add a category:

• ‘Add New Category’ button
• Enter the name, type of category (e.g. select one value, select multiple values), and the names of the values.
• Choose to save the category or save and add awards where you will be redirected to the awards tab. (See Awards on how to bulk apply your Categories).

A Reporting Node allows a department administrator access to e-Val, but is limited to awards within a specific node. Nodes, or Reporting Nodes, allow a particular section or department of an organisation to be able to view and report on only the awards that are relevant to them, as opposed to viewing the data for the entire organisation. Nodes are created by the 'Add a new node' button. Create your Node name, and fill out the details of the Node admin. They will then receive access to any awards you have assigned to that Node.

This will display any current open submission periods. You can edit the closing date, attribute awards to the submission period, or open a new one. Clicking on the current date will open the editing window to enable you to change the dates. You are also able to send a notification email to award holders by clicking ‘Send Email’. A pop-up window will appear with a prewritten message which you can edit (do not change anything in [square brackets] these generate links in the body of the email). Clicking ‘Send’ will generate an email from the system (from admin@researchfish.com) notifying all PIs who have not yet submitted.

This section presents any past submission periods which are now closed and unable to be reopened. You can manually extend a submission period for an individual award in the 'edit award' window.

Allow other organisations to have read-only access to your award information to allow them to support you with submission period compliance. If you choose to exclude any awards from sharing, then no other research organisations will see that award. You can choose to not share financial data so that the award value will not be displayed but the outputs associated with the award will be. An example of an award that you may wish to restrict the financial data on is an award where your organisation pays directly to the PI and not the research organisation. These organisations have read-only access to your data and are unable to do it, they are however able to report and download data in the same way funding organisations are.

A place to store your communication plan templates. Please note we advise you to not send emails from within the system unless they are award invitations, as they will be sent from admin@researchfish.com and may not be recognized by the recipient.

AKA ‘Additional Questions’. If the common question set does not meet some of the needs required for areas of research to be reported into, contact Researchfish to discuss setting up ‘Additional Questions’.

‘Section Management’ lists all the additional questions within your account, if set up. The settings can determine whether the extra section is required, enabled, or shared, as well as determine the data-clearing policy. Once applied to the account, researchers will not be able to submit without first completing these. To apply additional questions to particular awards, follow the ‘Bulk Update & Edit’ instructions above.