If your organization is not hosting its own submission interface, XRAS provides a default Submit UI hosted at a URL typically of the form https://submit-client.xras.org, where “client” is replaced with an abbreviation for your entity.
A user can submit an allocation request by logging into XRAS Submit or by continuing as a guest user, if you choose to allow that option.
Guest Users
The Submit UI can be configured to allow guest users to submit requests. This can be useful if you tend to create local user accounts only after they have an approved allocation. If the user continues as a guest, they will not be able to save partial submissions nor will they have access to previously submitted requests. (See also Reconciling Guest Users.)
Impersonating Users
As an XRAS admin, you can impersonate a user in the XRAS Submit UI. This feature is useful for assisting users with their submissions or seeing the system as they see it. You must first log in as yourself, then click on your username at the top right of the page. Enter the username of the user you wish to impersonate and hit return. The impersonated username is now displayed at the top of the page. At this point, you will see exactly what that user sees, including opportunities to which the user can submit and their previously submitted allocation requests.
While impersonating a user, you can also complete actions on behalf of the user. You can submit actions (such as an extension) related to a particular request; edit and submit an incomplete request; or view a summary of an approved request. While you can edit some parts of a completed submission directly from the XRAS Admin interface, you must use the Submit UI to finalize a submission.
To stop impersonating a user, click on their username at the top right of the page and select “Stop Impersonating.”
Start New Submission
Once they have logged in, the user is presented with the “Start New Submission” panel, which shows the list of current open opportunities to which they can submit an allocation request. The user will also see any submission notes that have been entered for each visible opportunity.
After selecting an opportunity, the user is presented with the main submission form. If you are using the default XRAS Submit UI, the required fields are indicated by a red asterisk near the field label or by the section header (fields of science, for example). You can define the required fields using the XRAS Admin Rules interface. Required fields are enforced only when the user selects “Submit”; the user is presented with error messages indicating which fields need to be completed. The user can save a partial submission without completing all required fields.
My Allocation Requests
In addition to starting a new submission, the user can also select the “My Allocation Requests” tab, which displays their prior requests, including incomplete submissions. Users can also use this tab to see the anonymized reviewer comments for their requests.
Users also submit project management actions (extensions, transfers, and so on) from this panel. You can control when different action types are permitted via Rules. For example, if your allocations process supports extensions, you can restrict submission of an extension action to be allowed only within 30 days of the current allocation period ending.