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EVA-3972 Add documentation for submitting to an existing project #128

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nitin-ebi merged 1 commit into from
Oct 23, 2025
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EVA-3972 Add documentation for submitting to an existing project #128

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18 changes: 9 additions & 9 deletions docs/input_file_overview.md
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Expand Up @@ -34,12 +34,12 @@ Body: The body of the VCF file contains the actual variant data, with each row r
# Metadata Spreadsheet

The spreadsheet provides comprehensive contextual information about the dataset, ensuring that each submission is accompanied by detailed descriptions that facilitate proper understanding and use of the data. Key elements included in the metadata spreadsheet are analysis and project information, sample information, sequencing methodologies, experimental details.
The spreadsheet is composed of editable tabs that will receive the metadata and non-editable helper tabs that provide detailed description of each column.

| WORKSHEET | EXPLANATION |
|-------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
| Submitter Details | This sheet captures the details of the submitter |
| Project | The objective of this sheet is to gather general information about the Project including submitter, submitting centre, collaborators, project title, description and publications. |
| Sample | Projects consist of analyses that are run on samples. We accept sample information in the form of BioSample, ENA or EGA accession(s). We also accept BioSamples sampleset accessions. If your samples are not yet accessioned, and are therefore novel, please use the "Novel sample(s)" sections of the Sample(s) worksheet to have them registered at BioSample |
| Analysis | For EVA, each analysis is one vcf file, plus an unlimited number of ancillary files. This sheet allows EVA to link vcf files to a project and to other EVA analyses. Additionally, this worksheet contains experimental meta-data detailing the methodology of each analysis. Important to note; one project can have multiple associated analyses |
| Files | Filenames and associated checking data associated with this EVA submission should be entered into this worksheet. Each file should be linked to exactly one analysis. |
The spreadsheet is organized into editable tabs, designed for metadata entry, and non-editable helper tabs, which offer detailed explanations and guidance for each column. Users are required to complete all relevant sections within the editable tabs. Mandatory fields in each section are indicated in bold to highlight essential information that must be provided for a valid submission. However, users are strongly encouraged to provide as much additional information as possible to enhance the completeness and usefulness of the metadata.

| WORKSHEET | EXPLANATION |
|-------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
| Submitter Details | This sheet captures the details of the submitter |
| Project | The objective of this sheet is to gather general information about the Project. If you are submitting to an existing project, you can skip the other details and just provide the project accession and analyses will be linked to that project. In case of a new project, please provide the relevant details including submitter, submitting centre, collaborators, project title, description and publications. |
| Sample | Projects consist of analyses that are run on samples. We accept sample information in the form of BioSample, ENA or EGA accession(s). We also accept BioSamples sampleset accessions. If your samples are not yet accessioned, and are therefore novel, please use the "Novel sample(s)" sections of the Sample(s) worksheet to have them registered at BioSample |
| Analysis | For EVA, each analysis is one vcf file, plus an unlimited number of ancillary files. This sheet allows EVA to link vcf files to a project and to other EVA analyses. Additionally, this worksheet contains experimental meta-data detailing the methodology of each analysis. Important to note; one project can have multiple associated analyses |
| Files | Filenames and associated checking data associated with this EVA submission should be entered into this worksheet. Each file should be linked to exactly one analysis. |
2 changes: 1 addition & 1 deletion docs/validation_overview.md
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Expand Up @@ -17,7 +17,7 @@ Key points to note before validating your metadata spreadsheet with the eva-sub-

- Please do not change the existing structure of the spreadsheet
- Ensure all mandatory columns (marked in bold) are filled.
- Pre-registered samples must be released and not kept in private status
- Pre-registered project and samples must be released and not kept in private status
- Sample names in the spreadsheet must match those in the VCF file.
- Analysis aliases must match across the sheets (Analysis, Sample, and File sheets).

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