how-to-file-a-request.md

@@ -33,3 +33,72 @@ For general status updates, please log in and check the status of your transfer
 ### Edit registration
 
 The "Edit registration" page allows you to change your account details.
+
+
+### Workflow
+A standard workflow requesting data and biomaterial from the biobank popgen looks like follows:
+
+```mermaid
+sequenceDiagram
+  participant Applicant
+  participant Management
+  participant Biobank
+  participant Ethics
+  participant Head of UAC
+
+  activate Applicant
+  Applicant->>Applicant: 1. File new request
+  Applicant->>Applicant: 2. Finalize & Validity Check
+  Applicant->>Management: 3. Sign and Upload PDF
+  deactivate Applicant
+  activate Management
+
+  opt Return to Applicant
+    Management->>Applicant: 4. Return
+    deactivate Management
+    activate Applicant
+    Applicant->>Management: 5. Resubmit
+    deactivate Applicant
+    activate Management
+  End
+
+  Management->>Biobank: 6. Complete? Then management-release
+  activate Biobank
+
+  Biobank->>Management: 7. biobank-release
+  deactivate Biobank
+
+  Management->>Ethics: 8. Mail to ethics
+  activate Ethics
+  Ethics->>Management: 9. Approval
+  deactivate Ethics
+
+  Management->>Head of UAC: 10. Request
+  deactivate Management
+  activate Head of UAC
+  Head of UAC->>Biobank: 11. Finally approve
+  deactivate Head of UAC
+
+  activate Biobank
+  Biobank->>Applicant: 12. Ship biomaterial
+  deactivate Biobank
+  Applicant->>Biobank: 13. Analysis results
+  activate Biobank
+  Biobank->>Applicant: 14. Results + Data
+  deactivate Biobank
+
+```
+1. The applicant files a new request. It starts off in draft state, in which it is only visible to the applicant and can be edited and saved freely.
+2. When the request is ready for submission, the applicant clicks "Finalize". At this point, several validations are performed and the applicant is alerted, if any fields are not filled sufficiently. Until all validations pass, the applicant can edit his request and then click "Finalize" again.
+3. After successfully finalizing the request, the request goes to state "signable". The applicant is required to print out a condensed application form, sign it and upload the signed form in the portal. The upload is accepted only when the barcode of the application form can be read successfully. On success the request goes to state "signed" and will be processed by management. When experiencing any trouble on uploading the signed form, please contact us by mail.
+4. [Optional] The management is able to return the request to the applicant, when it requires a thorough revision to be accepted.
+5. [Optional] When the request is send back to the applicant, he has to revise it and the resubmit the request.
+6. Management will check the request and when satisfied, release it for further checks by the biobank
+7. The biobank might approve the request. Alternatively, they contact management.
+8. Management will mail the request towards the ethics commission.
+9. The ethics commission might approve or reject the request.
+10. When all approvals from the previous steps are given, the request is automatically passed to the UAC.
+11. The head of UAC needs to release the request for sending out data and biomaterial.
+12. The biobank will send the biomaterial to the applicant.
+13. After analyzing the biomaterial, the applicant sends the results back for merging with supplement data.
+14. The biobank will merge the data and send it back to the applicant.