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Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

See ORA's Award Acceptance Resources for additional information.

Sending Emails to SeRA

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Have you ever saved an email and then uploaded it to a SPO, RRA, or transaction in SeRA?

This process just became easier! Now you can just send an email to SeRA (with some added “tags” in the subject line), and the SeRA system will automatically attach your email (and any attachments in the email) to the appropriate project or agreement in SeRA.

Let's Do This!

Using this functionality is easy! All you need to do is forward an email to sera-attach [at] with the correct tags in the subject line. The system will then use these tags to determine to which SPO/RRA/Transaction to attach the email.

Primary Tags

Your email subject must contain at least one of the following primary tags for it to get attached in SeRA. These tags must be written inside curly brackets with a tag prefix and then the tag. 

SPO:List the SPO to attach the email to. It will get attached to the SPO (and not any specific transaction).{SPO:123456}
RRA:List the SPO to attach the email to. It will get attached to the RRA (and not any specific transaction).{RRA:500123}
TXN:List the transaction to attach the email to. The email will be attached to the transaction (and also display in the associated SPO/RRA).{TXN:PR123456}

Secondary Tags

Your email may contain any of the following additional tags to clarify how to attach the email.

RESTRICT:Set to “Yes” to restrict the email to Central Office Users. Additionally, any attachments in the email will be uploaded to the “Uncategorized - Restricted” subcategory.{RESTRICT:Yes}
CAT:List the email category and subcategory (with a “/” between the two) so the email will get automatically categorized. See the email categories and subcategories below.{CAT:Budget/Pharmacy}
FLAG:Set as “Yes” to automatically flag the email. This will keep the email at the top of the email report.{FLAG:Yes}

Email Attachments

  • Attachments with accepted extensions (.doc, .docx, .pdf, .xlsx, .xls, .csv, .html, .htm, .ppt, .pptx, .txt) in the email will also be attached to the SPO, RRA, and/or transaction.
  • Attachments with other extensions (such as .jpg, .gif, etc.) will NOT be loaded into the system.
  • Attachments will all come in with the category/subcategory as uncategorized. Better classification can be updated within SeRA itself.


Here are some examples of properly structured email subjects that will be able to be correctly interpreted by the system:

  • Re: Question on Arvin Interim RPPR {SPO:140} {TRN:PR123456} {CAT:Security/Approval} {RESTRICT:Yes}
  • {SPO:23456} Fwd: PI Mary Poppins is leaving Stanford & needs to be changed to Mickey Mouse 

What else should I know?

If the system can’t attach your email, you will receive an email response from the system letting you know the attachment didn’t work. Look at your subject line to make sure your tags are entered correctly.  For example:

  • Check for a starting and ending curly bracket around each tag.
  • Check that you have the tag prefix with a colon.
  • Check that the tag itself is entered correctly.

Once your tags are fixed, try forwarding your email again.

Email Categories / Subcategories

  • Approval
  • Correspondence
  • Uncategorized
Export Control
  • Approval
  • Correspondence
  • Uncategorized
  • Approval
  • Correspondence
  • Uncategorized
  • Approval
  • Correspondence
  • Pharmacy
  • Uncategorized
Coverage Analysis
  • Approval
  • Correspondence
  • CMS
  • Uncategorized
Intake Documents
  • Equipment Form
  • Software Form
  • Other
  • Uncategorized