Add New Meeting Materials

SROs can add new meeting material items from the Add New Meeting Materials screen or from the Upload Multiple Meeting Materials screen. Both screens are accessible from the Manage Materials screen. Refer to Manage Meeting Materials.

NOTE: URLs can only be added from the Add New Meeting Materials screen.
Multi-select is available only from the Upload Multiple Meeting Materials screen.

Permitted Files

Each file to be added must:

• be no larger than 25 MB
• be in one of these formats: *.ppt, *.pptx, *.doc, *.docx, *.xls. *. xlsx, or *.pdf.
• NOT be password protected

NOTE: The expandable Note section on the Add New Meeting Materials screen details these requirements and restrictions. Make sure to review this information before adding items.

Add Items from the Add New Meeting Materials screen

1. Required: From the Add New Meeting Materials screen, enter the item's name in the Name field. This is what appears in the Name column of the Meeting Materials screen seen by reviewers.
   

1. Optional: Enter an item description up to 200 characters. This information appears on the Description column of the Meeting Materials screen seen by reviewers.
2. Optional: If the item is for a specific grant application, select it from the Grant Application drop-down box. Otherwise, leave this field blank.
3. Optional: Toggle the Limit Access switch to add the names of specific reviewers or the meeting chair who will have access to this meeting material. Use the "X" before a person's name to remove them from the list.



Figure 5: Limit Access option showing toggle switch and names of reviewers

About Limited Access

• Only persons identified as having limited access will see the material listed.

• The ability to associate the materials with a grant application or a URL will be disabled when Limited Access has been selected.

• The SRO can associate the meeting materials document with a grant application or limit access to the document to one or more people, but cannot do both to the same document.

• Items marked as limited access cannot be imported from a prior meeting, and will be excluded from the ZIP of meeting materials.

• The material will be identified with a yellow Limited Access icon, and a new column titled 'Reviewers' on the Meeting Materials screen identifies who has access to the material.



4. Attach the item by entering a website URL or using the Browse button to search for and select a file (up to 25 MB per file) from your computer.

   TIP: It is a good idea to add the IAR for Reviewers Online Help to your meeting materials! To do so, enter the following into the field provided for website URL: https://era.nih.gov/erahelp/iar_rev/.

5. Save the information.
• Select the Save & Add Another button to remain on the screen and add additional items, or
• Select the Save button to close the screen and display the Manage Materials screen with the added item(s).
• Cancel cancels your changes and returns you to the Manage Meeting Materials screen.

• 

NOTE: When setting limited access, if you attempt to associate the materials to a specific application, you are presented with a warning screen that reads: "If you turn on ‘Limit Access’ after entering grant application information, the information will not be saved. Click 'Go Back' to return to the previous screen to turn on ‘Limit Access’ and then enter the information to which you want to limit access. Or click 'Continue' to proceed without the information being saved. Note: This action cannot be undone."

Add Items from the Upload Multiple Meeting Materials screen

1. Select the Batch File Upload button from the Manage Materials screen. The initial upload window opens. The expandable Notes section provides information on the allowed file types and size.



2. From the Upload Multiple Meeting Materials window, click on the browse link, or drag and drop multiple files onto the screen to upload. (click to view the initial upload window)

   NOTE: Pay close attention to the limitations when uploading multiple files:

   • An individual file cannot exceed 25MB in size
   • The total size of files being uploaded an not exceed 50MB
   • A total of 50 files can be uploaded in a single batch upload
   • Do not password protect any of the files

3. If you use the browse link, a standard browser window opens to allow file selection. Use Ctrl+select to choose multiple individual files or select first file then Shift+select on last file to choose a contiguous list. Select Open.
4. The Upload Multiple Meeting Materials window updates to show the selected files. (click to view second upload window)

   

5. The original file name populates in the Name column. Change the names, if necessary, to reflect the contents for the reviewers. (Names can be changed again later).
6. Initially, the Description fields is blank. The description can be added here, or it can be added later.
7. Once all files have been selected and the names and descriptions are entered, select the Start Upload button. If the selected files pass validation (per the parameters in the Note section), the upload window closes and the Meeting Materials screen displays with the added files in the list of materials.

NOTE: If there are validation issues preventing the upload of your items, error messages display at the top of the screen to alert you to an invalid file type, an invalid file size, or an open file.