Publications, Conference and Web-Based Products Form

The grantee may click on the Download/Upload File(s) icon, and it will open a new form to download/upload files.

NOTE: The grantee may either fill in the manual input form or use the Excel file option to upload the data for this form.    

1. Step 1: In the Download Template section, click Download to download the Excel file.
2. Step 2: In the Upload File section, click Upload to upload the file.

Download upload files icon

 NOTE: This Products and Publications Excel Template provides a mechanism for grantees to upload report information related to Publications, Conferences, and Web-Based Products directly into HRSA's Discretionary Grants Information System (DGIS) in the Electronic Handbooks (EHBs).

Download upload files option

The downloaded template will be a Microsoft Excel workbook that contains macros (file extension .xlsm). Do not change the Excel template format or attempt to upload any other file type.

If you upload an Excel file after you make entries or changes manually in this form, the Excel upload will overwrite those changes. To avoid losing data, download the template after making manual form changes to get an Excel file containing those entries. Then add any additional data to that Excel file and upload.

After uploading an Excel template with data, please click “Save” or “Save and Continue” to ensure the data in the processed file is saved in the form.

NOTE: The Create Citation feature of this form will not trigger automatically upon excel upload.  The user must click “Edit” for each row that is uploaded successfully and then click the “Create Citation” button in the overlay window.

For more details on completing the Excel template, please refer to the “Completing the Excel Template” section of this guide.

In this section, the grantee must either indicate that they have no data to report or add at least one entry the Published Articles In Peer-Reviewed Scholarly Journals; Publications Under Review In Peer-Reviewed Publications In Scholarly Journals – Submitted, Not Yet Published; Web-Based Products; or Conference Oral Presentations And Posters section(s):

No Publications, Conference or Web-based Products to report on this page

• The grantee may select the checkbox if there is no data to report. The following validation will display on the checkbox You must either indicate that you have no data to report or add at least one entry in the table(s).

NOTE: The validation will no longer display when the grantee selects the checkbox to indicate there is no data to report in sections of the below.

Checkbox for no publications

In this section, the grantee answers the following questions:

A note will display under the blue header Published Articles In Peer-Reviewed Scholarly Journals as follows:

• Include peer-reviewed publications addressing maternal and child health that have been published by project faculty and/or staff during the reporting period, and directly supported by MCHB program funds. Faculty and staff include those listed in the budget form and narrative and others that your program considers to have a central and ongoing role in the project whether or not they are supported by the grant.
• Reporting of “Page(s)” for “Published articles in peer-reviewed scholarly journals” is only optional for online-only articles that do not have page numbers.

Publications Total

The total of this will be auto-calculated as the sum of number of rows entered by the grantee in the Published Articles in Peer-Reviewed Scholarly Journals table below, which has the following column names:

• Row No.
• Article Title
• Author(s)
• Journal Title
• Volume
• Number
• Status: The status would display as “Complete” when data in all required fields are entered. The grantee will see the status “Incomplete” if data in any of the required fields is not entered.
• Action: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.

+ Add New

• This button will be available below the and the grantee can add a new row by clicking on this button. will open with the header Published Articles in Peer-Reviewed Scholarly Journals when the grantee clicks on Add New.

Add new button icon

Published Articles in Peer-Reviewed Scholarly Journals: On the overlay window, the grantee answers the following questions:

Article DOI

• This is a required field, and the following validation will display on the text box: Provide a response for this field.
• Enter the Article DOI in the format 10.xxxx/xxxxx.  Other valid variations are also accepted (e.g., 10.xxxx/xxxxx, 10.xxxx.xxxxx, 10.xxxx/xxxxx/xxxxx, 10.xxxx.xxxxx/xxxxx, 10.xxxx/xxxxx.xxxxx, 10.xxxx.xxxxx.xxxxx). Then click Create Citation to retrieve publication details.
• If the DOI is valid and data is available, the system automatically populates the following fields:
  • Article Title
  • Author(s)
  • Journal Title
  • Volume
  • Number
  • Year
  • Pages
  • To Obtain Copies (URL)
• Fields not available from the DOI service will remain blank, and if any of these are mandatory, they must be entered manually before submission. All fields can also be entered manually without using the Create Citation feature.

Create Citation

Article Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Author(s)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Journal Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Volume

• This is a required field, and the following validation will display on the text box: Enter an integer: 0 - 999,999

Number

• This is a required field, and the following validation will display on the text box: Enter an integer: 0 - 999,999

Year

• This is a required field, and the following validation will display on the text box: Provide an appropriate four-digit year.

Page(s)

• This is an optional field, and the grantee may enter a response (e.g., 4-9, 11, 15).

Target Audience

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field.
  • Consumer/Families
  • Professionals
  • Policymakers
  • Students

To Obtain Copies (URL)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Dissemination outside of the journal

• This is an optional field, and the grantee may select one or more responses from the following options:
  • TV/Radio Interview
  • Newspaper/Print Interview
  • Press Release
  • Social Networking/Social Media Sites
  • Listservs
  • Conference Presentation

Keywords

• This is an optional field, and the grantee may enter no more than 5 comma separated keywords.

Notes

• This is an optional field, and the grantee may enter a response in the text box with a 500 characters limit.

Published Articles Required entry fields 2

 Published Articles Required entry fields 2

In this section, the grantee answers the following questions:

Submissions Total

The total of this will be auto-calculated as the sum of a number of rows entered by the grantee in the Publications Under Review in Peer-Reviewed Scholarly Journals – Submitted, Not Yet Published table below, which has the following column name: 

• Row No.
• Article Title 
• Author(s)
• Journal Title
• Year Submitted
• Target Audience
• Keywords
• Status: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.
• Action: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.

+ Add New

• This button will be available below the grid, and the grantee can add a new row by clicking on this button. An overlay window will open with the header Publications Under Review in Peer-Reviewed Scholarly Journals - Submitted, Not Yet Published when the grantee clicks on Add New.

Add new button icon

Publications Under Review in Peer-Reviewed Scholarly Journals - Submitted, Not Yet Published: On the overlay window, the grantee answers the following questions:

Article Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Author(s)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Journal Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Year Submitted

• This is a required field, and the following validation will display on the text box: Provide an appropriate four digit year.

Target Audience

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field.
  • Consumer/Families
  • Professionals
  • Policymakers
  • Students

Keywords

 This is an optional field, and the grantee may enter no more than 5 comma separated keywords.

Notes

• This is an optional field, and the grantee may enter a response in the text box with a 500 characters limit.

Publications under review required data entry frields

Publications under review save and close

In this section, the grantee answers the following questions:

Web-Based Products Total

The total of this will be auto-calculated as the sum of number of rows entered by the grantee in the Web-Based Products table below, which has the following column name: 

• Row No.
• Product Title
• Year
• Type
• Other Type
• Target Audience
• To Obtain Copies (URL)
• Keywords
• Status: The status would display as “Complete” when data in all required fields are entered. The grantee will see the status “Incomplete” if data in any of the required fields is not entered.
• Action: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.

+ Add New

• This button will be available below the grid, and the grantee can add a new row by clicking on this button. An overlay window will open with the header when the grantee clicks on Add New.

Add new button icon

Wed Based Products: On the overlay window, the grantee answers the following questions:

Product Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Year

• This is a required field, and the following validation will display on the text box: Provide an appropriate four-digit year.

Type

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one or more responses from:

• • Podcasts
  • Web-based video clips
  • Wikis
  • RSS feeds
  • New aggregators
  • Social Networking Sites
  • Other (Specify)

NOTE: If the grantee selects Other (Specify) from the dropdown, a description is required in the Other Type Description field and the following validation will display on the field: Provide a description for ‘Other’. The Other Type Description field accepts text, numbers, and special characters (not to exceed).

Target Audience

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select one or more responses from:
  • Consumer/Families
  • Professionals
  • Policymakers
  • Students

To Obtain Copies (URL)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Keywords

• This is an optional field, and the grantee may enter no more than 5 comma separated keywords.

Notes

• This is an optional field, and the grantee may enter a response in the text box with 500 characters limit.

Web based products required fields

Web based products required fields 2

In this section, the grantee answers the following questions:

Conference Oral Presentations and Posters Total

The total of this will be auto-calculated as the sum of number of rows entered by the grantee in the Conference Oral Presentations and Posters table below, which has the following column name: 

• Row No.
• Presentation/Poster Title 
• Author(s)/Organization(s)
• Meeting/Conference Name
• Year
• Type
• Target Audience
• Status: The status would display as “Complete” when data in all required fields are entered. The grantee will see the status “Incomplete” if data in any of the required fields is not entered.   
• Action: The grantee may click on the X Delete link to delete the entire row or the Edit link to edit previously added information.

+ Add New

• This button will be available below the grid, and the grantee can add a new row by clicking on this button. An overlay window will open with the header Conference Oral Presentations And Posters when the grantee clicks on Add New.

  Add new button icon

Conference Oral Presentations And Posters: On the overlay window, the grantee answers the following questions:

Presentation/Poster Title

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Author(s)/Organization(s)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Meeting/Conference Name

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

Year Presented

• This is a required field, and the following validation will display on the text box: Provide an appropriate four digit year.

Type

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field. The grantee must select the Type from the following drop-down values:
  • Oral Presentation
  • Poster

Target Audience

• This is a required field, and the following validation will display on the dropdown box: Provide a response for this field.
  • Consumer/Families
  • Professionals
  • Policymakers
  • Students

To Obtain Copies (URL or Email)

• This is a required field, and the following validation will display on the text box: Provide a response for this field.

 Keywords

• This is an optional field, and the grantee may enter no more than 5 comma separated keywords.

Notes

• This is an optional field, and the grantee may enter a response in the text box with 500 characters limit.

Conference Oral Presentations and posters Required fields

Conference Oral Presentations and posters Required fields

In this section, the grantee can enter additional information (not to exceed 5,000 characters). The Comments field accepts text, numbers, and special characters.

Comments

• The Save button will save the validated information captured in the form and grantee will remain on the same form.
• The Save and Continue button will save the validated information and grantee will navigate to the next form.
• The Go to Previous Form button will navigate to the previous form without saving any previously unsaved information.

Using the Excel template, grantees can enter data offline and then upload it to the Electronic Handbooks (EHBs) to populate the Publications, Conference and Web-Based Products Form.

To access the Excel template, click the Download/Upload icon below the Resources section.

Download upload files icon

A new modal window will be displayed. To download the Excel template, click the Download button under Step 1.

 Download template Icon

The template will be downloaded, and the grantee can access and open the downloaded Excel template.

 Downloaded Template in internet folder

The first tab in the downloaded Excel template will have the detailed instructions.

First tab in downloaded excel template

The remaining tabs will have the form fields that will need to be completed.

Remaining tabs in downloaded excel template

• Marked as Final: In order to work on the template, click the Edit Anyway button to enable changes to the template.
• Signatures: The certificate signatures indicate that the downloaded Excel template is a valid template. Click View Signatures to view the certificate signatures. Please note that when clicking the “Edit Anyway” button above it will clear the certificate signatures.
• Security Warning: If displayed, click the Enable Content button to enable the macro enabled content, column dropdown options, and validations.

Warning messages possible due to excel settings

To verify if macros are enabled, follow these steps:

• Click the File tab, then Options.
• In the left pane, click Trust Center and then Trust Center Settings.
• In the Trust Center Settings window, you'll see the Macro Settings option on the left side.
• If you want to enable macros for all files and any future downloads, click "Enable all macros" in the Macro Settings and click "OK".
• If you want to enable the macros for this downloaded Excel template that contains the code signing certificate, click the “Disable VBA macros except digitally signed macros” option and click “OK”.

Trust Center Settings Icon

Disable VBA macros except digitally signed macros selection

If any of the columns in the Excel template have dropdown options, and the user enters a different value than what is available, the following error will be displayed.

Value not matching data validation restrictions messageq

The user must correct these errors before saving the template. After entering the data in the Excel template, save the file.

NOTE: User is not required to enter all the mandatory fields in the Excel to upload, but those records will be in Not Complete status upon processing of the file.

The Create Citation feature of this form will not trigger automatically upon excel upload.  The user must click “Edit” for each row that is uploaded successfully and then click the “Create Citation” button in the overlay window.

For any of the multiselect dropdown options, selecting multiple values will be displayed as a single string separated by the pipe or “|” symbol.

pipe symbol example

To upload and process the data in the Excel template, click the Download/Upload icon below the Resources section

Download upload files icon

A new modal window will be displayed. To upload the completed Excel template, click the Choose File button in Step 2.

 Upload file and choose file window

Once the file has been selected, the Process File button becomes enabled.

Process file ready

Click Process File under Step 2 to save the data into the form. Any data in the form that has been saved manually or through AutoSave will be cleared when clicking Process File and replaced with the contents of the Excel Template.

The form will display the data entered and processed from the Excel template.

Form with data entered and processed

If any of the data did not have any of the required fields, then the status will be displayed as Not Complete. Data with all the required fields will be displayed as Complete.