TABLE OF CONTENTS. Fish Data Submission FAQs and Trouble-shooting Guide January 2013

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1 Fish Data Submission FAQs and Trouble-shooting Guide January 2013 TABLE OF CONTENTS How to make your first submission to our fish data submission sharepoint site... 2 How do I know that my data submission was successfully uploaded?... 6 Commonly asked reporting questions... 7 We were issued a MOE Scientific fish collection permit but did not get into the field to undertake sampling. Do I still need to report? And if so, how?... 7 We were issued a permit but had to request it to be cancelled. Do I still need to report for it? And if so, how?... 7 We were issued two permits for the same project. One for lethal sampling, another for non-lethal sampling. How do I report my data?... 8 I have a report to submit but a freshwater MOE permit was not required for data collection (i.e. FIA-funded phase 1 through 3 pre-field planning). What do I do?... 8 Do you send our data to DFO if we also have a DFO permit for which to submit?... 9 I attached my file when I created my project form but nothing has uploaded?... 9 When you encounter difficulties accessing the online site A log-in box appears and I ve typed in my BCeID user id and password but the log-in box re-appears asking me again for my credentials. What s going on? I can t remember my BCeID password. Can you help me? No log-in box appears when I attempt to access the site. How do I get the log-in box? I have entered my BCeID credentials correctly and I received a page proclaiming ERROR ACCESS DENIED. What do I do? I have entered my credentials but have received a YOU ARE NOT AUTHORIZED TO VIEW THIS PAGE message. Why and what can I do to fix this? P a g e

HOW TO MAKE YOUR FIRST SUBMISSION TO OUR FISH DATA SUBMISSION SHAREPOINT SITE 1. Obtain a basic BCeID account at www.bceid.ca (see Figure 1.0).

ca and following instructions for account password reset every 2 years. Figure 1.0 Click on Register There are three BCeID account types.

2 HOW TO MAKE YOUR FIRST SUBMISSION TO OUR FISH DATA SUBMISSION SHAREPOINT SITE 1. Obtain a basic BCeID account at (see Figure 1.0). You will require a BCeID account to access the Sharepoint site to make your data submission. BCeID passwords expire and require renewal by visiting and following instructions for account password reset every 2 years. Figure 1.0 Click on Register There are three BCeID account types. It is recommended that you register for the more secure Business BCeID. While, the simpler Basic BCeID is also accepted, the Personal BCeID type is inappropriate. Recommended ( by BCeID ) 1 Accepted ( by F&W) 2 P a g e

3 When asked for an online service to register with, please select Register without specifying an Online Service. 2 FINAL Opinionated WORD OF ADVICE (I get to say this because I ve helped hundreds of clients with this over the last two years!): Please jot down in a secure place that you will remember to look the following bits of information when you first create your BCeID account: Date account created Date to renew your new BCeID account password (this will be 2 years to the date that you created the account)..better yet, create a reminder in your calendar two years from today to get it renewed, including all these details on that reminder!!! Account Username Account Password Security questions and the answers to those questions (for when you have forgotten your password or your account password has expired and you now need to renew it!) Share this information with anyone else that you work with that will need to access this information on your behalf at any point in the future OR with anyone else that will remember where to look for it when you need it next time and you can t remember what you did with it! 2. Log in to our Fish Data Submission Sharepoint Site at with your BCeID credentials in this format: a. Username: bceid\swilliams b. Password: password c. NOTE: the bceid\ prefix for the username tells Sharepoint which database to check your login credentials- if you don t provide this prefix Sharepoint will not grant you access ; d. On your first time (EVER) logging in to our Sharepoint site you will need to request access at the next screen (i.e. the screen that Proclaims ERROR ACCESS DENIED with a small button at the bottom of the screen that invites you to Request ACCESS and appears immediately after your successful login). Click on the Request Access button and submit a request. Once you ve requested access, one of our staff will manually grant you access to the site which will send you an (to the account you provided when signing up to your BCeID account) that welcomes you to the site; e. Your subsequent log in attempts should just take you directly in to the site and you will see a screen similar to the one in Figure P a g e

f. IF you enter your account credentials and the login box returns to you asking you again for your credentials, you fill it in, hit enter and again it returns to you asking for your credentials

4 f. IF you enter your account credentials and the login box returns to you asking you again for your credentials, you fill it in, hit enter and again it returns to you asking for your credentials (this happens three times) and then goes to a blank screen, you will know that there is something wrong with your credentials- one of three possibilities: i. you didn t use the bceid\ prefix before your account username; ii. your username entered doesn t match the username associated with your BCeID account; iii. your password as entered doesn t match the username associated with your BCeID account. g. Fixing the three aforementioned possible errors with entering account credentials: i. Enter your account username using the bceid\ prefix immediately before your account username in the username login spot; ii. Check your records to confirm the correct username for your BCeID account and ensure you are typing in your username correctly (i.e. is CAPLOCKS on??); iii. Check your records to confirm the correct username for your BCeID account and ensure you are typing in your username correctly (i.e. is CAPLOCKS on- the password field will be case sensitive!) iv. IF trying all three of the above fixes doesn t resolve the problem and you are still being returned to a blank screen after three attempts at entering your credentials correctly you will need to contact the folks at BCeID to check your credentials with them and/or reset your account s password. NOTE: BCeID passwords expire and require renewal by visiting and following instructions for account password reset every 2 years. This is considered by industry standards an exceptionally long time between password resets. 3. Once you have access to the FDS Sharepoint site (Figure 1.1.) please complete your User Profile (mandatory). IF you do not fill out an User Profile you will not be able to attribute any submissions you make to your agency and contact name. When we pull up your agency s profile to view its submissions, if you have not completed the user profile any submissions you have made with your account will not be returned and it will appear as though your agency has not made the submission. 4 P a g e

5 Figure 1.1 Click on Create Your User Profile 4. Complete a project form for each project that you are submitting data (see Figures 1.2a & 1.2b). Figure 1.2a Click on Submit Your Project Information and Attach Files Figure 1.2b Complete your project form (do not attach files yet) 5. Save each project form before attaching any files (Sharepoint will drop your attachments if you did not fill out all required fields on the project form and will not warn you that it is doing this or even tell you that it has done so). Once you have successfully saved the project form, you will be returned to a tabular view of your project submission (see Figure 1.2d). Position your cursor over the Project Title field- a menu with choices should appear. Choose Edit Item to go back into that particular project submission. NOW attach any files. 5 P a g e

Figure 1.2c Saving your project form before attaching any files Figure 1.2d Confirmation of your successfully completed project form (tabular view of your saved project form).

6 Figure 1.2c Saving your project form before attaching any files Figure 1.2d Confirmation of your successfully completed project form (tabular view of your saved project form). Note the paperclip in the field right of Project Type- this indicates file attachment(s) with your project form. 6. Please find the excel sampling template (which your data must be submitted in) and information on data standards on our WEBSITE at Please note that our website is different from the Sharepoint site. There are links to our website on the Fish Data Submission Sharepoint site (tabs at the top of the main welcome page) as well. HOW DO I KNOW THAT MY DATA SUBMISSION WAS SUCCESSFULLY UPLOADED? When you have successfully saved your project form you will be returned to a tabular view of your project form (see Figure 1.2d above). 6 P a g e

COMMONLY ASKED REPORTING QUESTIONS WE WERE ISSUED A MOE SCIENTIFIC FISH COLLECTION PERMIT BUT DID NOT GET INTO THE FIELD TO UNDERTAKE SAMPLING. DO I STILL NEED TO REPORT? AND IF SO, HOW? Yes.

7 COMMONLY ASKED REPORTING QUESTIONS WE WERE ISSUED A MOE SCIENTIFIC FISH COLLECTION PERMIT BUT DID NOT GET INTO THE FIELD TO UNDERTAKE SAMPLING. DO I STILL NEED TO REPORT? AND IF SO, HOW? Yes. Complete steps 1 to 4 from the preceding section (How to Make Your First Data Submission to the FDS Sharepoint Site). For each permit number that this situation applies, complete a project from. Provide your MOE permit number, and indicate NO in the Sampling Conducted? Field (see Figure 1.3 below). In the Comments field provide a brief rationale why sampling was not undertaken (i.e. funding was rescinded, abnormally high water levels prevented access to study area, etc..) to clearly demonstrate that sampling was never undertaken for the permit. Figure 1.3 Reporting for a permit for which field sampling never occurred WE WERE ISSUED A PERMIT BUT HAD TO REQUEST IT TO BE CANCELLED. DO I STILL NEED TO REPORT FOR IT? AND IF SO, HOW? Yes. Your data submission on our FDS Sharepoint site is the only way we have of knowing what has happened with your permit number. If you don t submit a project form with your permit number you will be flagged as non compliant for the permit and this may prevent or delay your subsequent permit applications from being reviewed by regional fish biologists in the future. 1. Please complete a project form for each and every permit you are issued, including any that were cancelled. On the form simply fill out the fields as appropriate to each permit s situation. 7 P a g e

8 WE WERE ISSUED TWO PERMITS FOR THE SAME PROJECT. ONE FOR LETHAL SAMPLING, ANOTHER FOR NON-LETHAL SAMPLING. HOW DO I REPORT MY DATA? 1. Complete a project form for each permit. 2. Chose one of the permit numbers under which to supply us with all the data you collected for the project (in a single excel template). 3. On the other permit number (i.e. the project form that you do not attach the completed excel template (that contains both the lethal and non-lethal sampling data), please indicate the permit number under which we can find the data for the project and in the comments section indicate why you are asking us to look at another project form (permit number) to find the data, for example: COMMENTS: FJ and FJ are permits that apply to the same project, FJ was approved for lethal sampling associated with our project, FJ was for the non-lethal sampling associated with our project. We have submitted both lethal and non-lethal sampling results in a single excel template workbook under the project form for permit FJ I HAVE A REPORT TO SUBMIT BUT A FRESHWATER MOE PERMIT WAS NOT REQUIRED FOR DATA COLLECTION (I.E. FIA-FUNDED PHASE 1 THROUGH 3 PRE-FIELD PLANNING). WHAT DO I DO? 1. Follow steps 1 through 3 in the How to make your first fish data submission to our fish data submission sharepoint site section of this document (if you have never submitted data to our Sharepoint site before). This will provide you with access to the Sharepoint site and create your user profile. You will skip these steps if you are a returning user to the Sharepoint site. 2. Complete a project form for each project that you are submitting data for (see Figure 1.4 & Figure 1.5 below). You will complete the form indicating that this data submission is not associated with a provincial fish collection permit (see Figure 1.6 below). Figure 1.4 Click on Submit Your Project Information and Attach Files 8 P a g e

Figure 1.5 Complete a new project form for each project Figure 1.6 Indicate that your data submission is not associated with a provincial MOE scientific fish collection permit.

However if you have a DFO permit associated with your project you should report the DFO permit number on your project form in the DFO Permit Number field (see Figure 1.6 bottom of image).

9 Figure 1.5 Complete a new project form for each project Figure 1.6 Indicate that your data submission is not associated with a provincial MOE scientific fish collection permit. Please note how the fields are completed in the image above. DO YOU SEND OUR DATA TO DFO IF WE ALSO HAVE A DFO PERMIT FOR WHICH TO SUBMIT? No. However if you have a DFO permit associated with your project you should report the DFO permit number on your project form in the DFO Permit Number field (see Figure 1.6 bottom of image). Please send the link for your project form to your DFO contact. Your DFO contact is requested to contact us at fishdatasub@gov.bc.ca to request access to your data. I ATTACHED MY FILE WHEN I CREATED MY PROJECT FORM BUT NOTHING HAS UPLOADED? Sharepoint will drop any file attachments IF it is your first time filling out the project form AND you neglected to complete all required fields (these are marked with a red asterisk immediately following the field name) and it will 9 P a g e

10 not give you any warning that it is doing this! Please refer to Figure 1.6 for an example of required fields- each of the fields in this figure is a required field. The scenario typically goes thus: you dutifully fill out the fields on a new project form and then scroll back to the top to attach your file. You browse to attach your file and attach it, returning to your project form, and click Save. Sharepoint returns you to the same view of the project form- scrolling through the form you realize that you had neglected to fill in a required field(s). You fill in the field(s) and click Save. Now that you have filled in all required fields Sharepoint saves the form and shows you your project form in a tabular view. The only problem here is that Sharepoint dropped your attachment(s) when it discovered that you neglected to fill in the required field(s), but it didn t tell you it was going to drop your file(s)! Unfortunately we have no way around this feature in Sharepoint (I wish we did!!). So, let s avoid it in the first place What to do instead: 1. Fill in all the fields on your new project form. Click Save at the bottom of the form when you have completed all the fields (without attempting to attach any files). See Figure 1.7. Figure 1.7. Saving your project form before attaching any files. a. IF you completed all required fields you will see your information in a tabular view now (see Figure 1.8). Note: If you have already completed other project forms previous to this one you will also see those projects in the tabular view. IF you missed completing any of the required fields (see Figure 1.9), you will see your information in the same project form view- fix this by filling in the missing required field(s). Click Save. 10 P a g e

Figure 1.8 Your project information in the tabular view (yeah!

An arrow bar should now appear to the right of the Project Title, click

11 Figure 1.8 Your project information in the tabular view (yeah!) Figure 1.9. The view you will be returned with IF you neglected to fill in a required field. 2. Position your cursor over the Project Title field. An arrow bar should now appear to the right of the Project Title, click on the arrow to summon a dropdown menu ( see Figure 2.0) Figure 2.0 Accessing the dropdown menu for your project form in the tabular view 11 P a g e

You will now be in the edit mode for that project, NOW select ATTACH FILE(S) at the top of the project form and proceed to

12 3. The dropdown arrow will give you the choice to EDIT ITEM. Select this choice ( see Figure 2.1). Figure 2.1 Choosing EDIT ITEM on the dropdown menu for the project form in tabular view 4. You will now be in the edit mode for that project, NOW select ATTACH FILE(S) at the top of the project form and proceed to upload your file(s) ( see Figure 2.3). Click Save on the project form once you have attached your files (see Figure 2.4). Figure 2.3 Attaching your file(s) to your already saved project form 12 P a g e

Type field in the table (see Figure 2.5).

13 Figure 2.4 Saving your file(s). Notice the file name is listed in the attachments field. 5. IF you were successful, you will be returned to the tabular view again and you will see a paperclip icon to the right of the Project Type field in the table (see Figure 2.5). Returning back in to the EDIT ITEM for that project form and scrolling to the bottom of the form will show you the names of the file(s) you successfully attached (see Figure 2.6). Figure 2.5 You have successfully attached your file(s) in the tabular view 13 P a g e

14 Figure 2.6 You have successfully attached file(s) in the EDIT ITEM mode in the project form view WHEN YOU ENCOUNTER DIFFICULTIES ACCESSING THE ONLINE SITE A LOG-IN BOX APPEARS AND I VE TYPED IN MY BCEID USER ID AND PASSWORD BUT THE LOG-IN BOX RE-APPEARS ASKING ME AGAIN FOR MY CREDENTIALS. WHAT S GOING ON? The log-in box returns because your credentials aren t matching those credentials you have already registered with BCeID. You have entered either one or both of your credentials incorrectly OR your BCeID password has expired (they last 2 years from date of creation). Check to ensure that you have entered your BCeID username in this format: bceid\yourusername (i.e bceid\swilliamson); Check that the password you have entered matches exactly the password that you used for your BCeID account when you registered the account; If your password is incorrect or you have forgotten your password you MUST contact BCeID to have it reset. We cannot do this for you, it can only be done with the BCeID folks. Please contact the BCeID Help Desk (toll free) o at (Canada and USA); o at (within Lower Mainland or Outside Canada and USA); o or via at BCeID@gov.bc.ca I CAN T REMEMBER MY BCEID PASSWORD. CAN YOU HELP ME? No but the BCeID Help Desk can (toll free): o at (Canada and USA); o at (within Lower Mainland or Outside Canada and USA); 14 P a g e

15 o or via at NO LOG-IN BOX APPEARS WHEN I ATTEMPT TO ACCESS THE SITE. HOW DO I GET THE LOG-IN BOX? Are you using Internet Explorer 7? If not, please switch to using IE7 and then follow these directions: 1. On your Internet Explorer Bar, choose TOOLS 2. Choose INTERNET OPTIONS 3. Select the SECURITY tab, click on the TRUSTED SITES icon 4. Click on CUSTOM LEVEL box, scroll down to USER AUTHENTICATION (this should be your very last section) 5. Under LOGON, select Prompt for user name and password 6. Click on OK, and then again on OK. 7. Close your internet explorer browser 8. Open your internet explorer browser again and attempt to access the site once more. 9. IF you are still not getting a log-in box at this point, follow steps 1 through 3 above. 10. At the TRUSTED SITES icon, click on the SITES box. 11. If you are able to add a website URL to the ADD THIS WEBSITE TO THE ZONE field in the Sites box, then please paste in the URL for the Fish Data Submission (FDS) Sharepoint Site ( ) and note that you may need to add it using the https prefix rather than the http prefix). 12. If you are not able to add a website URL to the ADD THIS WEBSITE TO THE ZONE field in the Sites box, then you will need to contact your IT department to request permission to add the Fish Data Submission Sharepoint Site (using the above URL) to the list of trusted sites in your Internet Explorer browser application. 13. If you were able to add the FDS Sharepoint Site URL to this field, click ADD, CLOSE, and then OK. 14. Close your browser and re-open. 15. Attempt to access the site once again. 16. If you are still not having success contact us at fishdatasub@gov.bc.ca to request personal assistance trouble-shooting! I HAVE ENTERED MY BCEID CREDENTIALS CORRECTLY AND I RECEIVED A PAGE PROCLAIMING ERROR ACCESS DENIED. WHAT DO I DO? It s counter-intuitive but you are on the path to success! Under the ERROR ACCESS DENIED you should also see a small REQUEST ACCESS button. Click on this button. This will take you a screen with a form to request access. Please submit this form by selecting Send Request. Please note that First Time Access is not immediate; your request will be granted manually (Monday to Friday during business hours) by one of our staff and you will be sent an confirming your access, if you provided one to BCeID. This is usually shortly after your request or within a couple of hours. If you have not received access within a reasonable time or have further problems or questions, please contact us at fishdatasub@gov.bc.ca. I HAVE ENTERED MY CREDENTIALS BUT HAVE RECEIVED A YOU ARE NOT AUTHORIZED TO VIEW THIS PAGE MESSAGE. WHY AND WHAT CAN I DO TO FIX THIS? The site is not yet a trusted site for your internet application. Please make sure that you are using Internet Explorer 7 and then follow these directions: 1. On your Internet Explorer Bar, choose TOOLS 15 P a g e

16 2. Choose INTERNET OPTIONS 3. Select the SECURITY tab, click on the TRUSTED SITES icon 4. At the TRUSTED SITES icon, click on the SITES box. 5. If you are able to add a website URL to the ADD THIS WEBSITE TO THE ZONE field in the Sites box, then please paste in the URL for the Fish Data Submission (FDS) Sharepoint Site ( ) and note that you may need to add it using the https prefix rather than the http prefix). 6. If you are not able to add a website URL to the ADD THIS WEBSITE TO THE ZONE field in the Sites box, then you will need to contact your IT department to request permission to add the Fish Data Submission Sharepoint Site (using the above URL) to the list of trusted sites in your Internet Explorer browser application. 7. If you were able to add the FDS Sharepoint Site URL to this field, click ADD, CLOSE, and then OK. 8. Close your browser and re-open. 9. Attempt to access the site once again. 10. If you are still not having success contact us at fishdatasub@gov.bc.ca to request personal assistance trouble-shooting! 16 P a g e

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