What is the SciENcv file upload process?
SciENcv Data Ingest (XML file upload) helps you organize data to create your Current & Pending (Other) Support documents.
Using the SciENcv template organizes your information into an XML file format, streamlining the upload process and significantly reducing the time and effort required—especially when a grant office prepares it in advance.
Who can benefit from SciENcv XML file upload process?
A wide range of users, including individuals, institutions, agencies, and organizations to streamline the process of creating Current & Pending (Other) Support documents.
Using data ingest makes the process more efficient and less time-consuming for:
• Grants administrators and compliance teams managing investigator support documentation
• Researchers and principal investigators preparing and submitting support documents
• Institutional leaders overseeing sponsored research operations
How do I get started?
The information below walks you through each requirement in the XML structure, the connection between form fields and XML tags, and offers editable templates to help you and your team create upload-ready files efficiently.
Element Reference Table
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Adding a Persistent Identifier to Identifying Information, Organization and Location?
Most documents in SciENcv require a persistent identifier (PID), like an ORCID iD and/or a federal agency ID. It is a unique ID that makes sure all your research work is correctly credited to you.
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Please note: A valid file for upload can have missing element values, except for the contributiontype element, which must have a value entered. These fields must be completed before you can certify and download the PDF. When you view the document in SciENcv, any missing required fields will have a red exclamation point next to the entry.
/msdyn_blobfile/$value)
Visual Element-to-Field Mapping
- Identifying Information, Organization and Location
/msdyn_blobfile/$value)
- Proposals / Active Projects form elements
/msdyn_blobfile/$value)
- In-Kind Contribution form elements
/msdyn_blobfile/$value)
Examples of XML Templates
Empty data
The following file shows all the available elements with their data fields left empty. Except for the contribution type which must have a value entered. Click here to download a formatted blank file.
/msdyn_blobfile/$value)
Identifying Information, Organization and Location
Add the name, organization, and location to the XML file in the specified order. Including your information in the XML is optional, but any missing information will need to be updated in the onscreen form in order to certify the document.
/msdyn_blobfile/$value)
Proposal / Active Projects
When you set the contribution type to "award," it means the project is either “active” or “proposed” and will be placed in the Proposal / Active Projects section of the document.
If the person-months field is left blank, effort will not be shown for that entry. However, the year must still be entered. This ensures the system places the project in the correct time period, even if the effort isn't provided yet.
/msdyn_blobfile/$value)
In-Kind Contributions
When you set the contribution type to “inkind", the entry will appear in the In-Kind Contributions section of the document.
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Steps to Create an XML File from an Existing SciENcv PDF
How do I create an XML file from a PDF document?
Converting structured data from a PDF into XML is a practical way to streamline the preparation of support documents. This is especially useful when working with forms, tagged content, or other structured layouts. Adobe Acrobat, for example, includes a built-in export option that simplifies the process by clicking the attachment link.*
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* Pease refer to your Adobe Acrobat or your chosen PDF software documentation for specific version instructions.
Frequently Asked Questions
Can I convert any PDF to XML?
Not always. PDFs with structured content, like forms or tags, convert more accurately. Scanned documents or untagged PDFs may require extra steps, such as manual editing.
Do I need to Adobe Acrobat to convert PDFs to XML?
No. While Acrobat Pro makes the process easier, other tools may offer similar functionality. Always check the available features in your chosen software.
Are there free PDF tools available?
Yes, some free or open-source tools support PDF-to-XML conversion, although results may vary. Online converters may also work, but be mindful of file size limits and privacy concerns.
Do you need additional assistance?
If you or your team encounter formatting issues, upload errors, or schema issues that have not been addressed here, contact us at the SciENcv Service Desk.
