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Uploading passport data to Genesys

You have prepared your passport data according to the Multi-Crop Passport Descriptor standard, validated it, and addressed any issues. Now comes the moment to publish it on Genesys. This section walks you through the practical steps: choosing where to test your upload, the different ways to get data into Genesys, and what to do once your data is live.

Upload pathways​

Genesys has two environments for uploading data, and choosing the right one matters.

Sandbox vs. production​

Sandbox Genesys (at sandbox.genesys-pgr.org) is a testing environment where you can experiment freely. Any data you upload here does not appear on the public portal and does not affect your live records.

Production Genesys (at www.genesys-pgr.org) is the live system. Data you upload here becomes publicly visible and directly represents your genebank.

Why testing matters​

Uploading to Sandbox first lets you catch formatting errors, see how your data renders on the portal, and verify that your accession records appear correctly before committing to production. This is especially valuable for your first upload or after making significant changes to your data structure.

Common things to check in Sandbox:

  • Accession numbers are correctly formatted and unique
  • Taxonomy (genus, species) is recognized by Genesys
  • Coordinates place your accessions in the expected location on the map
  • Any expected values (like HISTORIC flags) appear as intended

Once you are satisfied with the Sandbox results, repeat the upload to production.

How to upload​

There are three main ways to get your passport data into Genesys.

GRIN-Global Community Edition​

The GRIN-Global Community Edition (GGCE) is freely available open-source software for managing genebank collections. GGCE uses the Genesys APIs under the hood to publish data to Genesys.

If you use GGCE, refer to the GGCE documentation for the specific steps to configure your connection and upload data.

Genesys Uploader Tool​

The Genesys Uploader Tool is a standalone desktop application designed for genebanks that manage their data in Excel, CSV files, or a local database. It maps your data to the MCPD standard and pushes it directly to Genesys.

If you use the Genesys Uploader Tool, see the Genesys Uploader Tool page for a complete guide covering installation, workspace setup, data mapping, and pushing data to the server.

API-based uploads​

For automated or programmatic uploads, Genesys offers a REST API. This approach suits institutions with existing data pipelines that want to push updates without manual intervention. See the API design page for details on endpoints, authentication, and data formats.

What happens after uploading​

After the upload of passport data, Genesys processes your data and makes it visible on the portal. Here is what to expect and how to verify everything went well.

Data processing and visibility​

Genesys processes the records and adds them to the searchable database. This typically happens within a few minutes for smaller datasets, though larger uploads may take longer. Your data becomes visible to anyone browsing or searching the portal.

Checking your genebank page​

After uploading, visit your genebank page on Genesys (at www.genesys-pgr.org/<your-institute-code>) and look for the following:

  • Total accession count. Does the number match what you expect?
  • Last updates of passport data. This section shows when data was last uploaded. Confirm the date reflects your recent upload.
  • Active vs. historical breakdown. If you flagged any accessions as historical, verify they are counted correctly.

Flagging historical accessions​

If your upload included accessions that are no longer held by your genebank, check that the HISTORIC flag was applied correctly. Historical accessions remain visible on Genesys for reference and citation, but they are no longer available for material requests.

Spot checks: validating your upload​

Before assuming your upload is complete, do a few spot checks:

  1. Pick 10 random records from your upload and verify their details in Genesys. Check accession numbers, taxonomy, and any other fields that are important to your collection.

  2. Verify coordinates on the map. For a sample of accessions, use the map view in Genesys to confirm that the plotted coordinates match your expectations. Unexpected coordinates may indicate data entry errors.

  3. Use "Show changes" to verify updates. If you are updating previously published data, use the "Show changes" feature to review what Genesys changed. Confirm that the updated values are correct and that you did not accidentally lose or overwrite data.

If you find issues during spot checks, you can upload corrected data to Sandbox first, verify the fix, and then apply it to production.

When in doubt​

If something does not look right or you are unsure whether your upload succeeded, contact the helpdesk at helpdesk@genesys-pgr.org. The team can review your upload and help identify the cause of any issues.

Where to go next​