Managing Individual Research Projects in Beatrix

This guide provides step-by-step instructions for creating, editing, validating, and publishing Research Projects in Beatrix. Projects are regularly imported using NIH reporter, but you may also create a project manually.

1) Access the Research Projects Module

1. Open Beatrix and select Research Projects in the main navigation (positioned directly beneath Publications).

2. Choose one of the landing views:

   • All Research Projects – browse and filter all projects in the system

   • Your Research Projects – projects linked to your organization (as defined in Beatrix, e.g. Internal Medicine or Smith Lab)

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     The Research Projects Module

      

3. Use table filters or “Add Filters” to narrow results by Principal Investigator, parent organization, start date range, research themes, or submitter.

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   Search and filtering controls

2) Understanding Permissions

• Org Admins can edit projects associated with their organization(s).

• If you attempt to edit a non-permitted project, actions are disabled with: “You cannot edit this project because it is not associated with your organization.”

• If you need access, please contact YSM Web Services.

3) Create a New Project or Open an Existing One

1. To create: Click “Add New” from the Research Projects views.
   
   

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   Use the blue button to start a new project or click on a title to open and edit the listing.

2. To edit: Open a project row, then click Edit to launch the Research Projects Details Editor.

4) Complete the Overview Section

These fields establish the project’s identity and basic context. Many are required for publishing.

• Required Fields

  • Project Title (max 150 chars)

  • Status (Active or Inactive)

  • Parent Organization(s) - the first listed is primary but you may select multiple organizations, e.g. the Department, a Center or Institute and a Lab. This enables cross-listing of projects.

  • Research Type (Select: Basic Science, Translational, Clinical, Epidemiological, or Computational)
    
    

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    You may add multiple research types

  • Summary (max 500 chars)

  • Start Date (Month/Year)

• Optional

  • End Date (Month/Year; must be later than the Start Date)

  • Locations (add, sort, set primary)

  • Project Contact - Select faculty or staff from Beatrix; or, create list an External Person
    
    

  • Header Hero image (with Title + Alt Text; images only)

• System-generated (read-only): Slug (URL), Submitted By, Imported Date, Last Modified, Previous Slug

4.1 Add and Manage Locations

1. Click Add Location.

2. Enter required fields: Location Type and Building. Optionally add Office, Wing, Floor, Suite, and Room.

3. Save. Repeat to add more. Mark a Primary and reorder as needed.

4. To edit, open the location, update fields, and click Update. To delete, confirm in the delete dialog.
   
   

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   Add Locations Module

4.2 Add and Manage Primary Contact

1. Click Add Contact.

2. Choose Contact Type: Yale Person (name resolves; email/phone auto-added) or External Person (enter details manually). This may by a PI, program coordinator, or other administrator who is tasked with responding to inquiries.

3. Add required information: Name; Email required for Yale Person. Optional: Phone, Extension.

4. Save.

5. To edit or delete, open the contact entry to update or confirm deletion.

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Adding contact information

5) Build the Project Description

The description is a structured, configurable set of sections that supports rich text and media. By default, Beatrix provides a starting layout and text that has been generated through AI and the NIH data. You may reorder and edit these sections:

• Text (Heading: Overview)

• Themes (required)

• Text (Heading: Methods)

• Techniques (optional)

• Text (Heading: Results)

See 5.4 to for instructions on adding videos, images, tables or calls to attention (CTAs).

5.1 Text Sections

• You may add headings, paragraphs, links, lists, emphasis, and inline media.

• At least one Text section is required. Attempting to delete the last Text block shows: “Text section cannot be removed, at least one text section is required.”

5.2 Themes (Required)

Research themes allows landing pages and widgets to aggregate research on a topic regardless of organization (e.g. you could create a school wide list of projects on Alzheimer’s Disease). They are defined by the NIH’s Medical Subject Headings (MeSH).

1. Open the Themes section and select one or more MeSH-derived themes. At least one is required to publish.

2. Reorder themes to prioritize the most important first; only the first few display prominently on cards and widgets.

5.3 Techniques (Optional)

This section allows you to further describe the nature of the research. For example:

• Analytical, diagnostic and therapeutic techniques, and equipment

• Behavioral disciplines and activities

These items may be reordered. If no techniques are selected, this section will not display on the public page.

5.4 Additional Section Types

• Table

• Call to Action (CTA): This allows you to direct a page user to related content, a sign up or other logical next page to visit.

• Individual Media: Use this to choose images/videos/audio with aspect controls using the Beatrix Media Library tool.

• Media Gallery: A carousel gallery for images and videos (audio is not permitted).
  
  

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  Alternative section types

6) Add Outcomes

Outcomes demonstrate results of the research, e.g. publications, presentations, patents, etc… Each outcome type creates its own section and is displayed only if it contains items. Most of the types can be selected from existing data in Beatrix profiles. Manual entry is also possible.

There are many types of outcomes, but we do not expect every project to have use for every type of outcome.

• Supported types: Publications, Presentations/Posters, Awards, Clinical Trials, Clinical Programs, Courses, Patents, Manual Entry.

• Items display as cards with type-appropriate metadata; section headers show type and item counts.
  
  

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  These outcomes have been added to the project.

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When adding an outcome, you may select from data that is already in Beatrix.

6.1 Publications

1. Click Add Outcome, choose Publications.

2. Search by title; select one or more results. Title links to the publication details page.

3. The tool includes imported DimensionsAI records and manually added items with PubMedID.

6.2 Presentations/Posters

1. Choose Presentations/Posters; search and multi-select are enabled. They draw from the people profiles of the individuals associated with the project.

2. Your selections while persist while navigating the modal.

3. You may add new items if you have profile editing permissions for the individual.

6.3 Awards

• Search results display awards already attached to collaborators’ profiles and your own profile.

• You can create a new Award only if you can edit the awardee’s profile. Creating the award from a project both adds it to the profile and links it to the project.

• Hiding an award on a profile does not hide it from the project’s Outcomes.

• If an award is deleted on a profile, it is removed from all linked projects.

• In the Outcomes list, each award displays the awardee’s name.

6.4 Clinical Trials

• Search centrally managed trials; multi-select is available. Manually entered trials are excluded.

• Status naming: Past Trials (Yale terminology).

• The system prevents duplicate trial entries.

6.5 Clinical Programs

• Option A: Yale Medicine Program – search YM departments/programs; CTA fields auto-populate and the URL is system-provided and not editable.

• Option B: Other Program – enter Title and Description; configure CTA Title, Description, Link Text, and HTTPS URL.

6.6 Courses

• Search and add courses that are centrally managed in Beatrix. If a course is missing, submit Request New Course. Duplicate prevention is enforced.

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Add an existing course or submit a request to add a new course

6.7 Patents

Search and select patents associated with the project’s collaborators (added now or previously). Multi-select is supported.

6.8 Manual Entry

Use when an outcome is not represented elsewhere. Provide

• Title (maximum 150 characters)

• Description

• optional CTA:

  • title (100 characters)

  • CTA Description (200 characters)

  • HTTPS:// URL.

7) Manage Collaborators

Collaborators are grouped into Leadership (PIs and other leadership titles) and Members. At least one Principal Investigator is required at all times.

7.1 Add and Edit Collaborators

1. Click Add Collaborator and select a person from Beatrix

2. Open the collaborator’s entry to set:

   • Leadership toggle

   • PI toggle

   • Title for Project (max. 120 characters), e.g. Project Coordinator, Data Analyst.

3. Rules:

   • A collaborator must be in Leadership to be marked as PI.

   • When PI = ON, Title for Project auto-fills as “Principal Investigator” and becomes read-only.

   • When PI = OFF (but Leadership = ON), you may enter any role title, e.g., “Co-Principal Investigator” or “Project Coordinator.”

   • Multiple PIs are allowed.

8) Configure Join Our Team

Use this section to post Paid Positions and/or Volunteer Opportunities. Each subsection is validated independently.

• Fields: Expiry Date (required), Rich Text (2,500 chars), Candidate types, Contacts (up to 5, sortable). Toggles control visibility for Paid and Volunteer subsections.

• Paid candidates inclued: Residents, Fellows, Post-docs.

• Volunteer candidates include: Undergrads, Post-baccs, Doctoral Students, Medical Students, Post-grads.

• Expiry Date cannot be more than 6 months in the future; reaching Expiry hides the opportunity publicly but keeps it editable.

• Posted date is set automatically whenever Expiry is set or updated and displays on the live webpage.

9) Funding

Grants and other financial support are added in two ways:

9.1 Grants

1. Click Add Grant and search by Title or ID; multi-select is available.

2. Funding shows grants that are linked to the project’s collaborators. Display includes Title, ID, Start/End Dates (“Present” if End is blank).

9.2 Other Funding Sources

• Enter Title (max. 150 characters) and Description (max. 1,000 characters). Optional CTA fields: Title (max. 100 characters), Description (max. 200 characters), and HTTPS URL.

10) Configure Recruiting Participants

1. Set Recruiting Toggle to Yes to show fields and include the section on the public page.

2. Provide IRB Recruitment Text (required; 2,500 chars), select at least one Eligibility tag (Child, Adult, Older Adult, Male, Female, Healthy Volunteers), and add at least one Contact (email or link).

3. Set the toggle to No to hide the section from public view (values are preserved for later use).

11) Link News and Related Projects

11.1 Related News

1. Search News and multi-select items. All news types are eligible. Selected stories appear as widgets on the project page.

11.2 Related Projects

1. Search Research Projects and multi-select. Reorder to control display sequence on the details page.

12) Review Metadata

• Open the Metadata section to confirm system fields: Created By, Created Date, Imported Date, Modified By, Modified Date. These are read-only and display in a simple table.

13) Validate and Publish

1. Click Preview to review the layout and content.

2. Resolve validation messages. Common errors are:

   • Overview: Title, Status, Parent Org(s), Research Type, Summary, Start Date are required.

   • Description:

     • At least one Text section is required

     • Themes require at least 1 selection.

   • Collaborators: At least one PI must be present.

   • Join Our Team: If toggled on, each subsection must include Expiry Date (≤6 months out), at least one Candidate type, and at least one Contact.

   • Recruiting Participants: If recruiting is Yes, IRB text, at least one Eligibility tag, and at least one Contact are required.

3. Click Publish. The Publish section displays “Published on [date/time].” You can Unpublish later if needed. Use View Live to open the public page.

4. To remove a project, use Delete and confirm in the dialog.

Best Practices

• Prioritize the most important Themes first; these influence how projects appear in search results and widgets.

• Keep the Summary concise and compelling; it appears prominently in widgets, summary pages and the details pages.

• Use high-quality images for the Header Hero with accurate Alt Text for accessibility and SEO.

• Maintain up-to-date Join Our Team and Recruiting details; expiry and posted dates inform prospective applicants.

• Revisit Outcomes regularly to add new publications, awards, and trials.

FAQs

References

• Research Projects Details Requirements (T4)

• UX/UI Design Prototypes

• Open Items: Decisions, Questions, Changes