...
Initial Allocation Administrator (required). When first configuring XRAS, you must designate someone from your organization to be an Allocation Admin. Once that person has been given administrative access to XRAS Admin, they can grant admin access to others.
Allocations Process and Client information (required). Your institution’s name; your preferred abbreviation for your institution; your institution’s logo; your institution’s contact help email. The abbreviation is displayed on the Submit, Review, and Admin interfaces and used in the default URLs (https://submit-orgAbbrev-submit.xras.org, https://review-orgAbbrev-review.xras.org, https://admin-orgAbbrev-admin.xras.org). Even if hosting your own submit interface, we will still create and host the Review and Admin sites for you.
Action Types. The set of actions with which users make requests or manage their allocations. XRAS currently recognizes new and renewal requests as well as transfer, extension, supplement, appeal, and advance actions, as well as actions to allow researchers to submit progress reports and final reports.
Review Form Fields. You can define the template and field types (text area, calendar, etc.) that your reviewers need to complete when entering a review. You can customize the form per allocation type and action type. You will likely provide these details once you’ve customized XRAS with your allocation types and other details.
Fields of Science. If your institution requires selecting a primary and, optionally, a secondary field of science when submitting a project allocation request, you can provide a custom list of fields and their abbreviations.
Default resource reviewers. You can configure XRAS to speed up the review process of an allocation request by defining default reviewers for requests asking for a given resource. If you are interested in this feature, please contact at allocations@access-ci.org. After a final submission, designated resource default reviewers are automatically assigned to those submissions that requested those particular resources. These reviewers are notified by email when they receive assignments.
...
|N| | A number sequence incremented when the rest of the template has been used previously. This is the required field. Multiple Ns may be used to specify padding. |N| would give 1,2,3,4,... |NNNN| would give 0001,0002,..,0123, ... If the year field is used, the number sequence restarts when the year changes. |
|YY| or |YYYY| | The year the request was submitted |YYYY| is the full four-digit year, |YY| is the last two digits. |
|FOS| | The Field of Science abbreviation specified for the request. Only use FOS if Primary Field of Science is a required field for your requests. |
...
Template | Request number examples |
ABC|N| | ABC1, ABC2, ABC3, ABC4, ... |
ap|YY||NNN| | ap18001, ap18002, … ap19001, ap19002 |
|FOS||YY||NNNN| | CHE180001, PHY180001, CHE180002, PHY190001, etc.… |
ORCID Configuration
If your organization is an ORCID member, you can use XRAS to post allocation award information to your users’ ORCID profiles. Using this feature requires several settings to be configuredmanaged.
First In addition, you must separately allow your users to link their local usernames at your site to their ORCID identifiers. You can support the ORCID linking via an external web interface andAt present, this must happen outside of XRAS. You must also send the ORCID tokens to XRAS via the Identity Service API.
NextFirstHere, under the Client Settings, ORCID Configuration, menu, configured.
Under the Client Settings: ORCID Configuration, you must enter the information about your organization that is required by ORCID. The information must include a Research Organization Registry or RINGGOLD identifier as well as basic geographic information. If you enter your ORCID client ID and secret here, the default XRAS Submit UI will let users connect their ORCID identities and grant permission to post your allocation awards to the users’ profiles. You can also separately allow your users to link their local usernames at your site to their ORCID identifiers. You can support the ORCID linking via an external web interface and send the ORCID tokens to XRAS via the Identity Service API.
Next, you must also use the Rules UI to “Enable Public Request Pages.” You can only post to ORCID allocated projects that have a public page, which XRAS can provide.
Finally, you should also must ensure that your resource is (s) in the Cyberinfrastructure Description Repository (CIDeR) have a public page or other persistent identifier associated with them.
Once configured, XRAS will automatically post allocation awards, for the allocation types that have public request pages enabled, to the ORCID profiles of users who have granted the necessary permissions whenever you process awards to have XRAS post awards to your local accounting service.
...
The Allocation Types interface is where you define types of allocations or projects; these are typically described in your allocation policies. You need to define at least on Allocation Type for XRAS to work. Using this interface, you can create a new allocation type by giving it a name, a description to help users understand the type of project you are offering, and the relative ordering for this type within the Submit UI. By default, XRAS makes this new allocation type available for creating new Opportunities opportunities immediately. You can inactivate allocation types and create new ones if your policies evolve over time.
...
Opportunities. The first tab on the Allocation Type allocation type page lists all Opportunities opportunities of that type and lets you create a New Opportunity new opportunity of that type.
Rules. For each allocation type, you can specify rules that XRAS can help enforce. Click on the relevant allocation type name to go to its page, then click on “Allocation Type Rules” tab to see what different rules you can establish. In general, XRAS will work with no additional rules, but you can use rules to more closely match your allocation policies and practices. For example, you can define which fields you would like to be required during the submission of an allocation request, or set page limits on required and optional documents.
Review Phases. XRAS has full support for multi-phase review processes. An allocation type will have one review phase by default; no further action is needed if your organization does not use multiple review phases. But if you have, for example, a Technical Review and a Scientific Review in your process, you can define a separate review phase for each. Each phase can have its own panel and review form template. When creating an Opportunity opportunity that has a multi-phase review, the details related to creating an Opportunity opportunity will change slightly to allow you to configure each review phase.
Available Resources. For each allocation type, you must specify which of your resources can be requested in opportunities of that type. To associate resources with a given allocation type, you must configure those settings in the Cyberinfrastructure Description Repository (CIDeR). See the CIDeR appendix for instructions. At any time, you can check which resources are being offered as part of an allocation type /project opportunity by using the Available Resources tab on the Allocation Type page.To associate resources with a given allocation type, you must configure those settings in the Cyberinfrastructure Description Repository (CIDeR). See the CIDeR appendix for instructions.
IMPORTANT: The various interfaces for XRAS may behave unexpectedly if there are no resources associated with an allocation type.
...
When a request is approved, the system will send an email to the associated address for any resource and allocation type that match a rule. This feature is designed for clients that may have several resources each managed or overseen by different teams or individuals. This form will allow you to create the rules to associate an email address to combinations of resources and allocation types.
To add emails, select a resource, then select one or more allocation types. Enter one or more email addresses in the email box (for . For multiple email addresses, separate each one by a comma). To delete emails, click the trash can next to the combination that you wish to delete. You can click the undo button if you click one by mistake.
Once you've added /or removed emails, click the Save Changes button to finalize the changes in the database.
Category Types
XRAS allows you to manage requests submitted to an opportunity by assigning each request to a category. By default, no categories are defined. This optional feature is most useful for opportunities with large numbers of requests; for example, you might categorize requests as part of assigning them to different parallel review sessions. The Category Types interface allows you to create, edit, or inactivate the categories appropriate for your allocations process.
...
You can customize the document types associated with your allocations policies and define which documents are required or optional for each allocation type. The XRAS Document Types interface under Client Settings allows the administrator you to add and remove document types that can be assigned to various associated with your different allocation types. The “Display Name” entered for the document will be shown in Submit, Review, and Admin components. (Set documents to be To define which documents are required or optional via for each allocation type, use the Rules interface for Required/Optional Documents.)
...