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Automatically Link Entities to Study

Tip

Automatically linking entities to a study can be done on study set up, and/or after study creation.

See steps 21-44 to see how category groups can be used to link entities to studies.

Entities that get automatically linked are:

  • Entities that are actively linked to the study's constituent and have a study related entity role
  • (Optionally) Entity links that also have a relevant "Reason for Interest"

Entity roles are assigned upon creation of constituent-entity links. The study related roles are "Registrant" and "Only Representative". When these roles are assigned, a "Reason for Interest" can then be given to the constituent-entity link.

1. 👆 Create a new study 👉 Select the constituent that the study is for.

The entities that potentially get linked are only those linked to the constituent(s) selected in this field.

3. 👆 Click "SAVE" to create the study.

Tip

If there are no relevant constituent-entity links for the system to use, then the "Client Entity" from the Configuration settings will be linked by default.

4. 👆 Navigate to "Costs & Invoicing" 👉 "Cost Sharing" 👉 "Entities" to view the linked entities.

Tip

See that the entities that got added in the previous step are those actively linked with this study's constituent, Ethylene, and those with study related roles (Only Representative or Registrant - See the roles assigned in the below screenshot).

6. 👆 Create a new study 👉 Select the constituent that the study is for.

For NON-EU REACH roles:

  • The entity link's "Reason for Interest" must match the study's "Purpose".

For EU REACH roles:

  • The entity link's "Reason for Interest" must match the study's "Purpose". Or the Annex Number in the "Reason for Interest" must be higher than the Annex Number in the study's "Purpose".

9. 👆 Click "SAVE" to create the study.

10. 🥳 An entity is linked.

Tip

The other 3 entity-links in step 5 are no longer linked as they do not have the relevant Reason for Interest to match this study's Purpose.

Tip

The following steps achieve the same result as the section above.

11. 👆 On the relevant study record 👉 Navigate to "Costs & Invoicing" 👉 "Cost Sharing" 👉 "Entities" 👉 Click "EDIT".

12. 👆 Click "Add All Interested Entities".

👆 Tick "Remove Existing Entity Links" to overwrite the prior links.

14. 👆 Click "SAVE".

15. 🥳 See that 4 entities have been linked to the study record.

16. 👆 On the relevant study record 👉 Navigate to "Costs & Invoicing" 👉 "Cost Sharing" 👉 "Entities" 👉 Click "EDIT".

17. 👆 Click "Add All Interested Entities".

👆 Tick "Remove Existing Entity Links" to overwrite the prior links.

19. 👆 Click "SAVE".

20. 🥳 An entity is linked.

View the Category Group's Linked Entities

22. 🥳 The information shown here is automatically pulled from the constituents in this group (the constituents in this example are Azoxystrobin and Ethylene).

The information shown is the constituent-entity links for Azoxystrobin and Ethylene. To create constituent-entity links, see this tutorial.

23. 👆 Create a new study

Ensure that:

  • The Category Group is linked.
  • "Link Entities" is set to "Automatic".
  • "Link Via Category(ies)" is ticked.
  • "Link Shares Only" is unticked.

Tip

Any additional constituents linked in the "Constituent(s)" field will not be considered for automatic linking - it is only constituents that are part of the category group.

24. 👆 Click "SAVE".

25. 👆 Navigate to Costs & Invoicing 👉 Cost Sharing 👉 Entities.

26. 🥳 See that 4 Entities are automatically linked.

Ensure that:

  • The Category Group is linked.
  • "Link Entities" is set to "Automatic".
  • "Link Via Category(ies)" is ticked.
  • "Link Shares Only" is ticked.
  • The "Study Purpose" is populated.

28. 👆 Click "SAVE".

29. 👆 Navigate to Costs & Invoicing 👉 Cost Sharing 👉 Entities.

30. 🥳 See that 2 Entities are automatically linked.

Note that their reason for interest matches the study purpose selected in step 27.

Tip

The following steps achieve the same result as the section above.

31. 👆 Navigate to the relevant study 👉 Costs & Invoicing tab 👉 Cost Sharing 👉 Sharing Rules.

32. 👆 Click "EDIT".

Note that only the assigned study manager(s) can perform this action.
👆 Populate the "Study Purpose" field, if relevant.

34. 👆 Click "SAVE".

35. 👆 Navigate to the "Entities" sub tab 👉 Click "EDIT".

36. 👆 Click "Add All Interested Entities".

👉 Note that "Link via Category(ies)" cannot be deselected here since being ticked in step 33 on the Sharing Rules tab.
👉 Tick "Remove Existing Entity Links" to overwrite the prior links.
👉 Click "Add".

38. 👆 Click "SAVE".

39. 🥳 See that 4 entities are automatically linked.

40. 👆 Navigate to the relevant study 👉 Costs & Invoicing 👉 Cost Sharing 👉 Entities 👉 Click "EDIT".

41. 👆 Click "Add All Interested Entities".

👉 Note that "Link via Category(ies)" cannot be deselected here since being ticked in step 33 on the Sharing Rules tab.
👉 Tick "Remove Existing Entity Links" to overwrite the prior links.
👉 Click "Add".

43. 👆 Click "SAVE".

44. 🥳 See that 2 Entities are linked.

Note that their reason for interest matches the study purpose selected in step 33.