Guide for Data Submitters

Overview of Your Role

Your role in this process is to:

  • Enter your surveillance data into the standard Excel template.
  • Submit the template to the validation system by email.
  • Correct any errors identified by the system and resubmit.
  • Approve the validated data (with zero errors) for final submission to a Reference Entomologist.

This validation loop (Submit -> Correct -> Resubmit) can be repeated as many times as necessary.

Understanding the Excel Template

The Excel workbook is your primary tool for data entry and contains built-in features to help you enter data correctly.

Worksheets:

  • 0. Instruction: Read this sheet first for important help and instructions.
  • 1.DATA INPUT-Ticks: This (or a similar sheet for your vector group) is the only sheet you need to edit with your data.
  • 2.NUTS3, 3.Vector species, 4.Host species: These are customised reference lists used by the template. Do not edit them unless you are adding a new species.
  • Codes: This worksheet is hidden to avoid changes.

Built-in Help:

  • Header Information: In the data input sheet, hover your mouse over any column header (in row 1) to see a pop-up note explaining the expected data.
  • Dropdown Lists: Many cells have built-in dropdown lists to ensure you use standardised terminology. Please select a value from this list where available.

Warning: Be careful when pasting data from other sources. Pasting a value into a cell will overwrite and break the built-in dropdown lists and validation rules for that cell. The data will still be validated when submitted, but the spreadsheet will no longer warn you of invalid data before submission.

Adding New Species to the Lists:

If you are reporting a host or vector species that is not in the dropdown list, you can:

  1. Overwrite the built-in validation by writing the name in a non-controlled cell, then copying and pasting.
  2. Alternatively, add it to the local reference list by going to the 3.Vector species or 4.Host species worksheet, inserting a new row in the middle of the existing list, and typing the new species name.
  3. Note that when the validation server checks this new species, it will be flagged as a Warning (not an Error), which is normal.

How to Submit for Validation

  1. Complete all your data entry in the 1.DATA INPUT-Ticks worksheet.
  2. Save the Excel file.
  3. Create a new email and attach the saved file.
  4. Send the email to the system’s validation address: vector.validation\@efsa.epimundi.com.

Interpreting the Validation Response (Errors Found)

If the system finds any blocking errors, it will send a “Validation Failed” email with a summary and two key files:

  • The Annotated Spreadsheet (.xlsx): A copy of your spreadsheet with automated feedback.
    • Errors (Red Highlight): Critical issues that must be fixed.
    • Warnings (Yellow Highlight): Potential issues you should check.
    • Alerts (Blue Highlight): Vector distribution warnings you should check.
    • Cell Comments: Hover your mouse over any highlighted cell to read the specific explanation for the error/warning.
  • The Validation Map link: A map that visually plots your record coordinates.

Understanding the New IDs

The annotated spreadsheet includes two new columns:

  • datasetName: A unique ID for that specific submission attempt to track versions.
  • recordNumber: A unique ID for each row, which is also plotted on the Validation Map for easy reference.

Correcting and Resubmitting

  1. Open the annotated spreadsheet.
  2. Use red highlights and comments to fix all Errors.
  3. Review all Warnings and Alerts; if verified as correct, you may leave them. You do not need to remove highlight colors or notes - they are removed automatically when the data is resubmitted.
  4. Save the corrected file.
  5. Send the new version back to the same validation email address.

The “Success” Email: Approving for Final Submission

Once you submit a file with zero Errors, you will receive a “Validation Successful” email. This email provides:

  1. A summary of remaining Warnings for final review.
  2. A unique, secure “Submit to Review” link.

When confident the data is correct, click this link to forward the validated spreadsheet to the Reference Entomologist for manual review.

Receiving Expert Validation for the Final File

The Reference Entomologist will manually review the validated spreadsheet and provide feedback.

If further corrections are requested:

  • Make the corrections in the copy of the Excel file sent by the reference entomologist
  • Send the spreadsheet to the validation tool for a final check
  • Once it passes, use the button on the confirmation email to resubmit to the reference entomologist
    • It is important that the corrected version is submitted for final validation to ensure a copy of the corrected data is available on the system.

If the Reference Entomologist validates the data and no more corrections are required, the data is ready for submission to GBIF:

  • It is your responsibility to submit the data directly to the GBIF repository using the steps below.

Submitting to GBIF

Once your dataset has received final expert validation, publish the dataset on GBIF.

Pulling the Dataset into the VectorNet Data portal

After publication of the dataset on GBIF, please send an email to biohaw\@efsa.europa.eu to ensure that your dataset can be pulled into the VectorNet Data Portal on GBIF.

The “Subject” should read “VectorNet validated dataset to be pulled on GBIF VectorNet Data Portal” and the URL link to your published GBIF dataset should be pasted into the body of the email:

<pre>
Subject:       VectorNet validated dataset to be pulled on GBIF VectorNet Data Portal 
   
Body:          URL link to your published GBIF dataset
</pre>

How to Get a Customised Template

To simplify data entry, you can generate a custom template for specific countries or columns:

  1. Click the “Request a Customised Spreadsheet Template” link in the footer of any email from the system.
  2. Complete the secure web form by selecting countries, the vector group, and optional columns.
  3. Click “Submit”.
  4. The system will email you a new template with pre-filtered reference lists.
  5. If working with multiple vector groups, download a separate customized spreadsheet for each group.

Submitting More Than One Vector Group in a Spreadsheet

The spreadsheet templates are designed for use with only a single vector group. This is because they are validated by a reference entomologist specialising in that group. You are strongly encouraged to use the system in this way.

However, it is possible to submit an Excel template with more than one vector groups, if this is necessary for your work flow. The system will split the data into multiple spreadsheets so they can be separately validated (both automatically by the system, then manually by the reference entomologist).

In order to submit multiple vector groups:

  1. Manually add a new column to the 1. DATA INPUT tab of your existing spreadsheet template. The column header must be vectorGroup.
  2. For each row, enter the name of the vector group. The names must exactly match an item from the following list
    • Mosquitoes
    • Ticks
    • Midges
    • Sandflies
  3. Don’t change the name of the tab (worksheet). The vector group name in the tab will be ignored if the vectorGroup column is present
  4. Submit your data in the usual way, sending it by email to vector.validation@efsa.epimundi.com

If there are problems with the content of the vectorGroup column, you will receive an email identifying the problems (e.g. invalid entries or missing entries). Fix the problem and resend.

If the vector group data is valid, the spreadsheet will be rewritten to multiple spreadsheets, with the same name plus the vector group, and automatically submitted for validation. You will receive multiple response messages.