> For the complete documentation index, see [llms.txt](https://docs.geosamples.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.geosamples.org/for-researchers/register-samples/batch-registration.md).

# Batch Sample Registration

For registering multiple samples.

## Batch Sample Registration

Batch registrations are used for registering multiple samples. There are two parts to batch registrations in SESAR. Each step is outlined below.

### **Step 1: Creating a Batch Template**

1. Under Sample Registration on the left hand panel or on your 'Dashboard' click 'Batch Template Creator'. 
2. Users have two options, to use a previously existing batch template saved to your personal or team profile or to 'Create a new custom template'.
3. Click 'Create a new custom template', input a name, and click save.
4. Select the SESAR Code you are registering your samples under.
5. Input the Object Type for the whole batch or select 'I want to manually select an object type for each individual sample' for batches with multiple Object Types\*.\
   \
   \*For multiple Object Types, the downloaded batch file will have a designated field 'Object Type' where you can add per sample.
6. Depending on the Object Type, the auto-populated/preassigned metadata fields will change. 
7. Determine which metadata fields you want to include for your samples. Required metadata fields cannot be edited. Some fields like 'Size' and 'Size Unit' are related, and will require both fields.\
   \
   Users now have the option to include more than one 'Material Type' for samples. To do this, change the number of material types on the scroll down. You can add up to 10 material types. These will be additional fields on the downloaded spreadsheet labeled 'Material Type 1', 'Material Type 2', etc.

<img src="https://3999429579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ftd44sRg81erEWSwelkyG%2Fuploads%2FhkthPLtTu7iFp1qE3Rtk%2Funknown.png?alt=media&amp;token=0204b2e2-41c1-4981-a934-7d1c1cfc8c83" alt="" height="797" width="570">

7. Click 'Next'.
8. On 'Batch spreadsheet vocabularies', click 'Add institution collector' and 'Add Individual or group collector'. Here, you can add up to 10 additional institutions and collectors. These institutions and collectors will be the values you include with your sample metadata.&#x20;
9. Click 'Generate Spreadsheet'. This will download a new template for you.&#x20;
10. 'Save' template will save the current version of your spreadsheet and 'Archive' will delete the spreadsheet from your saved templates.&#x20;

Each batch submission needs to have its own unique template. The new template features the ability to keep the content of 'collectors', 'archive', 'institution', 'launch', 'launch platform' etc., specific to the template you downloaded. \
\
Editing the cover page of a downloaded spreadsheet will not pass validation during upload. You can always edit the saved template and download it again.&#x20;

#### User Specified IGSNs (Custom IGSNs)

For user generated IGSNs, follow the template download. In the IGSN field, please enter the IGSN of your choosing. Make sure to add your <mark style="color:$primary;">SESAR Code</mark> followed by the <mark style="color:violet;">alphanumeric string</mark>. \
\
You do not have to add the SESAR prefix '10.58052'. The prefix will automatically be added during upload and registration.

**Example:&#x20;**<mark style="color:blue;">**IESBC**</mark><mark style="color:violet;">**00025TH**</mark>&#x20;

### **Step 2: Batch Upload**

1. Under the 'Sample Registration' section on the lefthand panel, click 'Upload Batch Spreadsheet'.
2. Upload your batch file. \
   \
   Please note, only batch files of unique names will be accepted, you cannot upload the same file with the same name if it has been uploaded previously. \
   \
   This is because each template is now unique and is used to prevent confusion on duplicate batches being saved on your completed and pending batches.&#x20;
3. If you add a batch with the wrong SESAR Code, the system will automatically flag your batch and will not let you upload the batch. \
   \
   Please re-upload the correct one. If there are errors in the batch, validation check will indicate where the errors are. Scroll to the bottom of the page and ‘Try Again’.
4. If you need IGSNs prior to field work you can set your samples as 'Draft'. For more information see the [Pre-registration Before Fieldwork](/for-researchers/register-samples/pre-register-before-fieldwork.md).
5. Once the batch spreadsheet is uploaded, you can 'View batch summary' to review the pending IGSNs for your samples.

<img src="https://3999429579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ftd44sRg81erEWSwelkyG%2Fuploads%2FW3lK1tAQS4aihAwn7ePY%2Funknown.png?alt=media&amp;token=5175ab50-7d5b-4c95-8ce7-5495fad1657e" alt="" height="345" width="513">

<img src="https://3999429579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ftd44sRg81erEWSwelkyG%2Fuploads%2FtFkcrExw8E3D71yJpzlO%2Funknown.png?alt=media&amp;token=039d1e8f-ed0a-428c-aac2-2a9235e48f55" alt="" height="402" width="502">

5. Under 'View registered samples' you can see the sample metadata and pending IGSNs that are uploaded. These will be updated from 'Pending' to 'Registered' after curatorial review and approval.

<img src="https://3999429579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ftd44sRg81erEWSwelkyG%2Fuploads%2FDyozyjHbJApXq30AVJf2%2Funknown.png?alt=media&amp;token=c48b884d-06de-47db-bd20-473a14753662" alt="" height="358" width="477">

6. You can also check all your approved and pending batches that have been uploaded under 'Sample Registration' → 'Your Samples' (personal) or 'Team Samples' (team).&#x20;

There is a **max limit of 5000 rows per batch file**. This means you can add up to 4999 samples. The first row is the heading and cannot be changed. If a batch with more that 5000 rows is uploaded, you will get an error.&#x20;

<img src="https://3999429579-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ftd44sRg81erEWSwelkyG%2Fuploads%2F9YDsBt2QITJEtb3WOMat%2Funknown.png?alt=media&amp;token=ca857f9b-2efb-4bc7-aaec-7f9bb7644a9e" alt="" height="327" width="624">

\
**For more information on batch registrations, please download our guide below.**&#x20;

{% file src="/files/v5yLy2U3KC01tSKkBGKc" %}


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