KEA submission

KEA submission workflow

⚠️ Note: Required fields are marked with an asterisk (*). Make sure all mandatory fields are filled in before submitting.

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1. Submission info

In this step, submitters check whether BioProject and BioSample have already been registered.

• If pre-registered BioProject and BioSample accessions exist, they can be selected and linked to the submission.

• If no prior registrations are available, additional steps are provided to allow simultaneous submission of BioProject and BioSample within the same submission. For more information, refer to BioProject & BioSample submission.

  • BioProject: Submitter & Project info step

  • BioSample: Package & Attribute step

In addition, submitters set the data release date by selecting either [Release immediately] or [Release on a specified date] (a calendar widget will be displayed for date selection).

Once all required information is completed, click [Continue] to proceed to the following step.

2. Files

In this step, submitters provide the path to the folder containing the files uploaded to GBox.

Please refer to the KEA file format guide for the required formats.

Once all required information is completed, click [Continue] to proceed to the following step.

3. Study

This step collects study-level information, including the following:

• Enter study title and description.

• Specify the experimental type, the experimental designs, and data completeness.

• Enter contributors' information.

Once all required information is completed, click [Continue] to proceed to the following step.

4. Protocols

This step collects protocol information used to generate the data.

The following protocols should be included:

Categories	High-throughput sequencing	Microarray
Mandatory	Sample collection protocol Nucleic acid extraction protocol Nucleic acid library construction protocol Nucleic acid sequencing protocol Normalization data transformation protocol	Sample collection protocol Nucleic acid extraction protocol Nucleic acid labeling protocol Nucleic acid hybridization to array protocol Array scanning and feature extraction protocol Normalization data transformation protocol
Optional	Growth protocol Treatment protocol Conversion protocol Dissection protocol High-throughput sequence alignment protocol	Growth protocol Treatment protocol Conversion protocol Dissection protocol

When you click the [Generate Protocol Name] button at the bottom, the "Protocol Name" will be automatically generated. After clicking the button, the [Continue] button will be displayed.

Once all required information is completed, click [Continue] to proceed to the following step.

5. KEA metadata

This step involves entering structured metadata using an Excel-based template.

• Metadata requirements differ slightly depending on the KEA submission type.

• Please refer to KEA metadata for detailed metadata fields for each sheet.

Navigation Panel

1. [≡]: Enable/disable the navigation panel

2. Data (Rows) navigation: Click a row to navigate to that row (N: New, R: Saved, M: Modified, D: Deleted, E: Error)

3. Item (Columns) navigation: Click an item to navigate to the columns

4. [🔒]: Dock / undock the navigation panel

Ribbon Menu

1. [🔍Search]: Search within the spreadsheet

2. [🔖Download and Example standard submission form]: Download the standard submission form (.xlsx) and view examples

3. [🪟Toggle screen mode]: Enable/disable full screen mode

4. Spreadsheet Control area: → (Re-run) , ← (Undo) , + (Add row), - (Delete row)

5. [📤Upload metadata template file]: Upload a completed metadata template file

6. [📥Download this table]: Download the table including all entered data

Input Fields (Cells)

1. Memo: View a description of the selected item

2. Filter: Filter metadata entered for the selected item

3. Data Field: Enter data in the cell

   • [ ]: Direct input

   • [ ▼]: Dropdown selection

   • [ 🖋️]: Guided input by field type

   • [ ⬆️]: File upload

Once all required information is completed, click [Continue] to proceed to the following step.

6. File detail

Submitters should provide file detail information if duplicate processed data files were detected across multiple samples or experiments. File detail information describes how the submitted processed data file corresponds to individual samples or experiments (Column names used in the file).

If each submitted file corresponds to a single sample or experiment, this step (File detail) can be skipped.

Once all required information is completed, click [Continue] to proceed to the following step.

7. Review & Submit

In the final step, submitters review all entered information and uploaded files before submitting the completed KEA submission.

Once all steps have been completed, navigate to the Review & Submit step to verify the submission details and click Submit.

The system performs a final validation check, and if no issues are detected, the submission is successfully completed.

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After Submission

Submitted data are subject to administrative review.

• After review, the submission will be either approved and registered in KEA or returned (rejected) for revision.

• If revisions are required, submitters will be notified and can update the submission accordingly.