An RHT (Respondent Hierarchy Table) is the method of loading new award information or making changes to existing
award information in bulk to the Researchfish Platform.

There is an initial validation process which takes place automatically on the platform. Once your updated RHT is
uploaded and it passes the initial validation, we pass it onto our Data Team who have a two-week lead time (as per
our standard SLA) to refresh the data on your account. You will be notified when it has been uploaded successfully.
 

Please keep a look out for failed uploads on the “My Downloads” page once you’ve submitted your RHT- there is a column on the far right of the download that explains which errors need to be rectified if there are any. You will also receive an email informing you if the RHT you have uploaded failed/passed the initial validation check- please look out for emails coming from admin@researchfish.com once you’ve submitted your updated RHT.

Please note that if there are issues with the RHT that require further feedback from you to resolve, then this may mean that RHT takes more than two calendar weeks to complete

Note the following when updating your information on the RHT:
 

We have introduced several improvements to the RHT process, and there is a new version of the RHT template available to download from the RHT Uploader page in the Researchfish platform. The RHT uploader will still accept the previous version of the RHT template.
 

Key enhancements include:

• Support for Larger RHT File Sizes
  You can now upload files larger than 5MB
• Co-funders - It's now possible to specify the co-funders of an award in Researchfish 
  Please refer to the new tab in the template titled 'RF Funder IDs' to locate the relevant co-funder(s) of an award in the template. Please note that the co-funder will need to be a Researchfish user in order for them to appear in the funder ID list. If there is more than 1 co-funder for an award, separate the funder IDs in the same cell in the RHT with a pipe symbol: |
• Grant DOI - If your organisation uses Grant DOIs, you can use this field to populate this information
• PI Title is now an optional field 
  The PI Title field is no longer mandatory to complete, and will not cause your upload to fail if it is not completed
• Flexible Column Order
  The column order of the template is no longer enforced, so you can re-order columns and apply filters. 
  Please note that it is still not possible to delete required columns, add new columns or change the title of columns.
• Optional Columns Won’t Block Validation
  Missing optional columns from the template will not cause validation errors, so you can remove optional columns that you aren't using from the template.
• Ability to remove data as part of the RHT Process 
  For optional funder category fields, you can now remove category data as part of the RHT process by entering “DELETE” into the relevant cell of the template. 
   

As a reminder, please do not delete required columns, add new columns or change the title of columns of this excel document as it will fail to process your uploaded changes if you edit the headings/format in this way.

RHT mandatory fields are as follows:

Award Reference:

• Whatever you wish to be the reference for the award. This is typically a grant number.
• All award references must be unique and contain no spaces.
• Illegal characters that cannot be used are: ' " \ (i.e. apostrophe, quotation mark, backslash).
• Once you've set these you won't be able to edit the name of the awards, but we can do this on the back end if you need to make changes.

Award Discipline:

• Please specify one of the following using the exact term from this list: Arts and Humanities, Generic, Life Sciences, Physical Sciences, Social.
• These fields are fixed, but if you're unsure of what to put in here, you can use the "Generic" entry and revisit this at a later stage.

Award Start Date and End date:

• Formatting here is crucial; this needs to be in the format of YYYY-MM-DD

PI ID:

• An ID to represent the PI (Researcher). Each individual PI must have a unique PI ID. However multiple awards belonging to the same PI must share the same PI ID. If left blank, we will automatically generate PI IDs for you.

Response Codes:

• Please specify one of the following: 1, 2, 3, 4, 5, TEST.
• Descriptions and definitions of response codes are outlined within the guidance portion of the RHT file itself.

Sharing Status:

• This determines whether the research organisation where the award is based can see the award. Please specify one of the following: dontshare or fullshare.

Note the following when it comes to changing details pertaining to the PIs using the RHT:
 

If the named PI on an award change, you can overwrite the existing details in the PI Title, PI Name, PI Surname and PI Email address columns. However, when it comes to the PI ID, please note:
 

• If the new PI already exists in your Researchfish RHT, please copy across the existing PI ID number to avoid
  duplicate accounts being created for your researchers.
   
• If it is a new PI that does not currently have a Researchfish Grant/Award with you, please note that that you will
  need to either allocate them with a new PI ID or you can leave this field blank, and our system will automatically
  populate this field with randomly generated numbers and characters.
   
• If you change an email address for a named PI using your RHT, please note that once your awards have been
  refreshed on the Researchfish Platform that you will need to send them a new invitation link via the Researchfish
  Platform to their new email address if they have not yet accepted their award. This will transfer ownership of the
  award from the previous email address given to the new email address provided.