D.1. Help Assistant: Guides to finding appropriate information and instructions

The Help Assistant is intended to help you finding the most suitable information in this manual to use IUCLID for specific purposes. It is divided into the following two parts:

Note

It is highly recommended to read the instructions provided in chapters A.2 How to use this guidance document and A.3 Online Help. If you are a beginner, you can make yourself quickly acquainted with several of the most relevant IUCLID functionalities by going through the step-by-step sample session in chapter C. GETTING STARTED - Sample Session for Beginners. The chapter C.2 Starting IUCLID 5: First steps wizard can be skipped if your application has been set up already and a user account (other than the SuperUser account) has been created.

Basic and advanced information

The following hints make you aware of a number of "What to know" items including tips and tricks, which are described in this manual, but may be overlooked without knowing what to look for.

  1. Editing is only possible if you are in the Edit mode

    Especially the novice user may face the situation that the user interface is locked, i.e. data entry fields cannot be edited. Be aware that this is always the case, when you open any IUCLID element or record in order to avoid inadvertent changes. You have to switch to the Edit mode by clicking the Edit button on the toolbar or selecting the Edit item command from the File menu.

    Note

    Only when you just created a new Endpoint record in sections 4 to 13, the Edit mode is set automatically.

    In the view mode (i.e. editing not activated or locked), all features needed to view the entire data entry fields are available. You can display the complete information if not visible by either of the following procedures:

    • Click the magnifying glass symbol provided in some list or text fields.

    • Click the Expand button provided in text areas.

    • Use the scroll bar in text areas if provided.

    • In repeatable blocks of fields displayed as table, either double-click an entry or click the View button to show the full content of the fields.

  2. Be aware of session timeouts

    When you launch IUCLID and login into your IUCLID user account, user authentication is then tied to a session. As common in many web applications, a IUCLID session provides a timeout feature that closes the session on the server when the maximum period of inactivity has passed. Session timeouts are used for security reasons, but also to avoid resource usage on the servers needed to keep stale sessions. The default timeout for a IUCLID session is about two hours. That is, if you do not perform any server-side activity within this period of time, a time-out message will pop up indicating that you need to exit IUCLID and login again. The system already terminated the session and it is not possible to save any recent changes made that were not saved yet. Be aware that filling out data entry fields does not count as "activity" since it does not include any communication with the server. However, navigating to any IUCLID element and opening it (e.g. an Endpoint section, an Endpoint record) will reset the timer for the session timeout, even if you do not edit any data entry fields.

    Tip

    To avoid loss of data due to session timout click the Save button when you spend long time editing a record or when pausing the IUCLID session.

  3. Understand the terminology

    When you start working with IUCLID Substance datasets, you should get yourself familiar especially with following key terms and the principles behind:

  4. Context-sensitive online Help for data entry fields

    Pressing the F1 key on the keyboard or clicking the Help button on the toolbar from within a data entry field will show context-sensitive help for that field (if in sections 4 to 13) or for the entire section (if in sections 1 to 3). See chapter A.3 Online Help. It is highly recommended to use this feature because often specific guidance is given on what to enter in data entry fields.

  5. Data types available for input fields

    Most data entry fields can be used in a self-explanatory way. If you are unsure, refer to the guidance given in chapter D.4.5 What data types are available for input fields and how are they used?. For example, be aware that fields with the puzzle-like icon provide Freetext template(s) for upload. These are predefined texts consisting of headings and subheadings which are intended to serve as prompts for the type of information expected. See chapter D.4.5.3.4 Freetext templates.

  6. Supplementary text fields related to list fields

    List fields of the data type List (closed+remarks) or List (open+remarks) provide a supplementary remarks field next to the drop-down list, in which you can enter any free text. With regard to print-outs, it is recommended to include any supplementary text in parentheses to get it set aside from the list item, unless the picklist item ends with a colon. See chapter D.4.5.1 List fields.

  7. Predefined tables

    In a number of Endpoint study records of sections 4 to 10, predefined tables in html format are provided for upload into rich text fields of the Material and methods part or the Results part. Use of such tables may be required by specific regulatory programmes or useful in the context of others. See chapter D.4.5.4.2 Uploading (predefined) tables.

  8. Detail level types

    Because many fields are only relevant for robust study summaries, a system of detail levels has been implemented in IUCLID. This allows to display either only the basic fields or all fields. See chapter D.4.7.6 Switching between display type "basic fields" (detail level 1) and "all fields" (detail level 2)).

  9. Generic fields that are relevant for all Endpoint sections

    In IUCLID, study summaries are managed using Endpoint study records, which are templates with predefined fields and freetext prompts intended to help the user summarise a study (see chapter D.4.7.1 What is an Endpoint study record?). Each Endpoint study record of sections 4 to 10 is structured into the following main parts: Administrative data, Data source, Material and methods, Results and discussion, Overall remarks and attachments, Applicant's summary and conclusions. Under these headings certain data entry fields are subsumed which are common to all Endpoint study records and therefore termed "generic fields", in addition to endpoint-specific data entry fields. You should get yourself familiar with the principles of the generic fields as instructed in chapter D.4.7.7 Entering or editing data in Endpoint study records.

  10. Copying sections and Endpoint records within a dataset or from one to another dataset

    IUCLID provides a powerful clipboard manager which allows to copy and paste single or several Endpoint study records or complete sections within the same dataset or to another dataset even for another substance. See chapter D.4.7.9 Copying Endpoint study records.

    Important

    Records of Dossiers can also be copied and pasted in any Substance dataset. However, the copied records remain "sealed" in the target dataset and cannot be edited. This means that a recipient of a Dossier can only process (i.e. edit) Dossier data if the original raw data are made available by the dataset owner. For more information, see chapter D.8.3 Copying Dossier data.

  11. Referencing Endpoint study records and Endpoint summary records to another Substance dataset

    The IUCLID clipboard manager allows to reference Endpoint records to another Substance dataset. The referenced record originating from the source dataset is integrated, i.e. pasted in the target dataset, but is set to read-only. This can be useful, when a record is managed within another dataset permanently or temporarily, e.g. for read-across. If the link to the original record is removed (i.e. detached), the record will be fully integrated in the dataset. See chapters D.4.7.9 Copying Endpoint study records, D.4.7.10 Referencing Endpoint study records to another Substance dataset, D.4.7.11 Detaching a reference to another Substance dataset.

  12. Where to enter data for mixtures?

    The term "mixture" has different meanings in the context of substance definitions. In general, a mixture consists of two or more constituents, which are not considered as additives or impurities. Depending on whether the mixture is prepared intentionally or not, it is distinguished between:

    • Preparations (e.g. biocidal products), which according to the definition given in REACH are intentional mixtures of substances gained by blending of two or more constituents. The components retain their own chemical identity and properties and do not react. The composition of a preparation can be fully characterised. In IUCLID, preparations are termed as mixtures, which is in line with the terminology used in the Globally Harmonised System of classification and labelling of chemicals (GHS).

    • Unintentional mixtures consisting of more than one constituent as a result of the manufacturing process and/or the source. These include multi-constituent substances and complex mixtures including Unknown or Variable composition, Complex reaction products or Biological materials (UVCB substances), or process streams.

    Only for the mixture type "preparation" the special IUCLID feature Mixture should be used. Mixture datasets are similar to Substance datasets, although it is not the identity of the mixture (i.e. preparation) which is linked to a Reference substance, but the identity of its components detailed in section 1.2 Composition. For more information, see chapter D.7 Mixture (Create and update mixture related information).

    Unintentional mixtures are handled like any discrete substance. That is, a Substance dataset is created for a given mixture and a Reference substance is defined for that mixture as for any substance.

  13. Using a Template dataset to "inherit" endpoint data to Substance or Mixture dataset(s)

    One or more Templates can be used as containers for specific Endpoint study records and/or Endpoint summary records. When assigning such Templates to Substance or Mixture dataset(s), these records will automatically be included as referenced records in the target dataset(s). A major advantage of this approach is that the endpoint data are created and updated in one container only, but can be used in several Substance datasets. For more information, see chapter D.5 Template (create and update Template related information).

  14. Using a Template dataset to copy endpoint data to Substance or Mixture dataset(s)

    This feature offers the possibility to store useful endpoint data in one or several Templates, copy them to a Substance dataset and then modify them as needed. The model data can be complete or only partial Endpoint study / summary records. For example, it may be sensible to build a repository of sample study summaries or provide a set of endpoint study summaries where the information that applies in most cases is already filled, e.g. the standard data of the methodology according to a given test guideline. For more information, see chapter D.5 Template (create and update Template related information).

  15. Using the Category feature

    If substances are grouped into a chemical category in order to fill data gaps by read-across, trend analysis (interpolation and extrapolation) and computational methods based on SARs, QSARs or QAARs, etc., the Category feature provides tools for generating a matrix of data availability and, if necessary, different types of Dossiers. For more information, see chapter D.6 Category (create and update Category related information).

  16. Trick: Using the matrix tools for a single Substance dataset by assigning it to a "dummy" Category

    The Category feature provides a matrix of data availability, which is designed to give a rapid and easy overview of all relevant endpoints for all members of a selected Category. It also allows navigating, selecting any record for editing or creating new Endpoint records in a handy way. All these features are normally not provided for Substance datasets. However, using the following trick will give you full access to these features:

    Create a "dummy" Category and assign a single Substance dataset to that Category. You can use the Substance dataset as any other dataset, but will also have the option now to open the dummy Category and use the matrix tool. You can de-assign the Substance from the Category any time.

Use cases

Click either of the following use cases to receive more specific guidance thereon:

Use case 1: Compilation of available data in a Substance dataset (e.g. for the purpose of data gap analysis)

This use case includes the basic work required for entering data in a Substance dataset, including (robust) study summaries if so required, non-standard information (i.e. existing data, weight of evidence evaluation, read-across from supporting substance (structural analogue or surrogate), (Q)SAR), and appropriate data waivers.

Note

If existing datasets from the previous IUCLID 4 version are used as starting material, Use case 2 should first be considered.

A typical workflow can consist of the following steps:

Use case 2: Migration of existing IUCLID 4 dataset(s) to IUCLID 5

This use case addresses the migration tool, including hints on potentially necessary measures for preparing the source data prior to migration and any on post-processing measures which may be required after importing the migrated data.

A typical workflow can consist of the following steps:

Use case 3: Compilation of a Substance dataset with different parts being prepared by different persons both intramurally and extramurally

This use case assumes that several persons are involved in the compilation of a dataset either within the Legal entity itself (i.e. several coworkers of a company or organisation being responsible for specific IUCLID sections) or outside of the Legal entity (e.g. a consultant contributing to the dataset).

As regards the creation and compilation of a Substance dataset the same principles apply as instructed for Use case 1. The following hints on possible options are intended to help you find the guidance needed to handle a dataset by different persons:

Use case 4: Compilation of Substance datasets intended to be used for a joint submission Dossier

This use case includes reference to guidance on what to take into account with regard to data compilation when a consortium / joint submission or Task Force has been established.

A joint submission of data can be managed using IUCLID based on the available features for handling Substance/Mixture datasets, Categories and Dossiers. As outlined in chapter E.1.5 Joint submission, the lead Legal entity has to create the joint submission in its local IUCLID installation and specify the Legal entities of all consortium members. The lead Legal entity manages the data that are intended to be included in the joint submission, while all members of the consortium manage the data they wish to submit separately. In the end, a joint submission Dossier will be submitted by the lead Legal entity. Subsequently, each registrant has to submit separately the information that does not have to be included in the joint submission. For detailed guidance, see chapter D.8.2.6 Creating a joint submission Dossier.

Use case 5: Preparing Endpoint summary records

This use case includes the preparation of Endpoint summary records which are intended to point out the most relevant and reliable data of an Endpoint section and to provide input for the hazard assessment.

This feature is described in chapter D.4.8 How to manage Endpoint summary records in sections 4 - 10. It should be noted that only one Endpoint summary record per Endpoint section can be created. It is recommended to prepare Endpoint summaries for a section, when it is sufficiently populated with all relevant Endpoint study records.

Use case 6: Internal review process: Commenting on information and study summaries compiled in a Substance dataset and revising the dataset

This use case assumes that the Annotation feature is used for the internal review process.

The Annotations feature is explained in chapter D.4.9.6 Tab "Annotations". It provides a means for making annotations on any record in the Substance dataset. It is primarily designed for the use by regulatory authorities, when evaluating the data submitted by the applicant. However, it may also be used by the Legal entity compiling a Substance dataset, for example, in the context of the internal review and revision process. Each annotation record is associated to one Endpoint record identified by one specific UUID (see chapter D.4.9.1 Tab "Information" and UUID (Universal Unique Identifier)). It is possible to export and import only annotation records, provided that annotated Endpoint records have the same UUIDs both in the commenter's and the recipient's dataset.

Use case 7: Attaching an assessment report (e.g. Chemical Safety Report) to a Substance dataset

This use case includes the attachment of an assessment report created outside of IUCLID to section 13 Assessment reports of a Substance dataset.

IUCLID provides a separate section (13 Assessment Reports), which serves as placeholder to attach any assessment report(s), e.g. a chemical safety report in the context of REACH or an OECD SIDS Initial assessment report (SIAR). This allows to submit the technical dossier and the assessment report in one package. Multiple records can be created in that section in case several pieces of reports need to be attached.

Use case 8: Creating a Registration Dossier

This use case addresses the creation of a Registration Dossier as required for REACH. The principles apply also for any other dossier types.

A typical workflow can consist of the following steps:

Use case 9: Annotating a Dossier and exchanging annotations

This use case assumes that the regulatory agency receiving a registration or submission Dossier distributes this Dossier to other regulatory organisations (e.g. Competent Authorities of the Member States) asking for comments. All annotations made by the parties involved in the review and evaluation process are collected by the responsible Agency including its own annotations.

A typical workflow can consist of the following steps:

Use case 10: Creating a Substance dataset and a Dossier by compiling records from several registration or submission Dossiers

This use case assumes that a regulatory agency or organisation receives several registration or submission Dossiers for the same substance and uses data from the different datasets to prepare one Dossier.

A typical workflow can consist of the following steps: