KI ELN SUPERUSER HANDBOOK. A guide to using the ElnAdminWeb and how to administrate projects

Transcription

1 KI ELN SUPERUSER HANDBOOK A guide to using the ElnAdminWeb and how to administrate projects Nina Gennebäck, PhD, and Cecilia Martinsson Björkdahl, PhD

2 TABLE OF CONTENT TABLE OF CONTENT... 1 OVERVIEW... 2 HOW TO BECOME A SUPERUSER... 2 Superusers/research group... 2 Application... 2 LOGGING IN TO ELNADMINWEB... 3 LAYOUT OF ELNADMINWEB... 3 NEW PROJECTS... 4 RECOMMENDED PROJECTS... 4 CREAT NEW PROJECT... 4 NAME AND SAVE THE NEW PROJECT... 5 Co-sign or not?... 6 MANAGE RIGHTS/ADD USERS... 6 Give the righta to the whole Group... 7 Give rights on individual basis... 7 MANAGE THE RIGHTS OF OTHER SUPERUSERS... 8 TEMPLATES... 9 CREATE A TEMPLATE PROJECT GIVE THE RIGHT TO CREATE PUBLIC TEMPLATES For the whole group For individual users CREATE EXPERIMENT TYPES CLOSING A PROJECT REMOVE A USER SUPERUSER FAQ Group rights versus individual rights? What to do when a new group member starts? What to do when a member of another research group should get access? What do to when a group member leaves KI or the group? A group member cannot create a public template Can a project be deleted? Can an experiemnt be deleted?

3 OVERVIEW A superuser administrates projects and the rights of the research group members within KI- ELN. As part of that work there are some things to consider when for example new people join the research group or a new superuser is added. In this handbook you find information on how to use the superuser tool, ElnAdminWeb, and answers to common questions about being a superuser. If the information below does not answer your question(s) or you have followed the directions and there is a problem, please report this to ELN-support (Elnsupport@ki.se) as quickly as possible so you can get help. Every superuser needs to be activated by ELN-support, and can then log in to ElnAdminWeb ( using the same KI-ID user name and password as usual. In ElnAdminWeb you, as a superuser, manage user rights and create projects. If you have general questions about being a superuser and what it means, please contact the ELN-coordinators at elnkoordinator@ki.se. HOW TO BECOME A SUPERUSER The group leader decide who within the group should be superuser(s) and responsible for setting up new projects. SUPERUSERS/RESEARCH GROUP It is recommended that there are two superusers in each group. This to make sure that there always is someone around that can manage the projects. Usually the PI themselves and a senior co-worker are the superusers in a group. For smaller groups, one superuser is enough, but is important to remember that this person is the only one that can manage projects, so plan for this. APPLICATION Once it is decided who should be the superuser this is stated on the application (found on the KI ELN webpages) that is sent in to elnsupport@ki.se. 2

4 Depending on the workload at the IT department, it might take a few days to activate the superuser and user accounts, The application can be found here: LOGGING IN TO ELNADMINWEB Go to and log in using your KI-ID. The login page is shown below: The login page for ElnAdminWeb can also be found under Systems/tools on the starting page of Staff pages or on the KI ELN pages. When logged in, some options appear. LAYOUT OF ELNADMINWEB 3

5 Users lists the research group members that can be administrated and may have access to the projects. Groups will show general information about the research group. Projects is where new projects are created and existing projects are managed. You should not use any other options! NEW PROJECTS RECOMMENDED PROJECTS Alongside your projects that are filled with research data it is recommended to have a project that can be used for testing. This can be used by new group members to learn KI-ELN. In this project you can play around to try the different sections and such. If the group wants to use public templates, see page 9, it is also recommended that a project is created for the group that can be used when creating new templates, template project. If you are unsure about this, consult the ELN-coordinators at elnkoordinator@ki.se. CREAT NEW PROJECT Chose Projects and then click on Create new project. 4

6 The list that appears below the Create new project button is a list of your existing projects. If it is your first time logging in you will not see this list. NAME AND SAVE THE NEW PROJECT Give the project a name and write a short description of the project (optional) before the information is saved. The projects are unique for each research group and the same project name (e.g. exploratory ) can occur in more than one research group. Once saved, the project name cannot be changed once, check spelling before saving. 5

7 The project name should be typed directly into the box, to prevent carryover from excel or word formatting. The description should be written in a line, do not make any deliberate row breaks (use the enter button. CO-SIGN OR NOT? To counter sign means that any experiment created most be reviewed by a second part before being locked (a locked experiment can never be changed and is the last thing you do when your experiment is finished, though new information can be added at a later stage if needed). Usually the PI and/or someone senior in the group co-signs, there can be several to choose from in each group and you don t have to be a superuser to be able to co-sign. MANAGE RIGHTS/ADD USERS The Rights/privileges dictate what users can see and do within different projects in the group. The meaning of the different permissions is listed in the table below: Right Description User Superuser Browse unsubmitted The right to search experiments before submission. X X Browse submitted The right to search experiments after submission. X X Read unsubmitted The right to read experiments before submission. X X Read submitted The right to read experiments after submission. X X Add The right to start experiments within a project. X X Counter sign The right to witness the experiments of others within a certain project. X X Administrate The right to administrate these rights for users within a project. Is used when there are more than one superuser in the research group. X 6

8 GIVE THE RIGHTA TO THE WHOLE GROUP If the whole research group should have access to the project, the group is chosen from the list on the left side under Members_groups. When the group has been moved to the right side, click on it and then check the boxes for the relevant rights in the list. Click on Update permission. GIVE RIGHTS ON INDIVIDUAL BASIS Permissions can also, in a similar way, be given on an individual basis by choosing one or more persons from the list under Members_users. These permissions can be set differently from one individual to another. Always remember to Update permission after any changes. 7

9 MANAGE THE RIGHTS OF OTHER SUPERUSERS If there is more than one superuser in the group, other superusers can be given the right to Administrate the project you created. The superuser who created the project has this permission by default. All superusers with the permission Administrate can change the rights of the users within that project. The superuser should also be able to browse and read according to below. Do not forget to Update Permission. 8

10 TEMPLATES A template is a quick way to create an experiment that is often used, like a standard SOP where the same protocol is used to generate the same type of results. Using a template you can just add your new results or small changes to the experiment instead of starting over to add the protocol to the experiment. There are two types of templates: Public Templates are accessible to everyone in the group, they should ideally be discussed within the research group and agreed upon before they are used. This will promote standardised methods and will save time when starting a new experiment. (Public Templates 9

11 are only public within the research group and not visible to all of KI and needs to belong to at least one project, see below). Personal Templates on the other hand can only be used and seen by the user who created it/them. They are as the name imply; personal. CREATE A TEMPLATE PROJECT In order for Public Templates to be visible and searchable for other group members the template must include a project. (This is not necessary for Personal Templates). Even though a template is stored using one project, the project can be changed when the template is used for an experiment. It is recommended that a Superuser creates a group specific template project that can be used when creating new templates. But it is also possible to already at the start connect the template with a more specific project. GIVE THE RIGHT TO CREATE PUBLIC TEMPLATES The right to create public templates can be given to the whole group (all users within the group) or to individual users (not the whole group). FOR THE WHOLE GROUP Chose Groups, then click on the name of your group. Click on the tab Privileges. 10

12 Check the box for ELNGLOBALTEMPLATEADMINISTRATOR (Privilege to create and edit global templates) and click on save. You should NEVER add any other privileges (they do not mean what the name indicate and you will mess up ELN) 11

13 FOR INDIVIDUAL USERS If not all members of research group should have privilege to create templates, the same procedure can be used for individuals. Instead of choosing Groups, choose option Users. Click on the name of the person who should be given the right to create templates. Click on the tab Privileges. Check the box for ELNGLOBALTEMPLATEADMINISTRATOR (Privilege to create and edit global templates) and click on save. 12

14 You should NEVER add any other privileges (they do not mean what the name indicate and you will mess up ELN) CREATE EXPERIMENT TYPES For each group, specific Experiment types can be created for grouping experiments within projects. Experiment types does not only have to be different laboratory experiment, but could also be Minutes or data collection. Chose Groups, then click on the name of your group. Click on the Experiment type tab. Write the name of and a short description of the type, then click on Add and the experiment type will appear in the list on the right hand side. Experiment types can be added or removed from the group continuously. 13

15 CLOSING A PROJECT A project can be closed, this means that no more experiments can be added and that the project cannot be chosen in the experiment. You can close a project if the research project is finished and published or if you made a mistake and don t want it to appear in ELN. A closed project can always be opened again and no experiments or content is lost when closing. Tick the box for Close and then save to close the project. 14

16 REMOVE A USER When a user leave the research group they are removed from the KI ELN group in two steps: 1) The superuser remove all the rights in the projects that the users has, this is easily done by going to the user account in ElnAdminWeb, the Projects and mark the relevant project so that they are blue and remove them by clicking Remove: 15

17 2) After the projects has been removed, fill in an application to remove the user and send it to The application can be found at the KI ELN webpages. SUPERUSER FAQ GROUP RIGHTS VERSUS INDIVIDUAL RIGHTS? Rights within projects for the group members can be given on two levels (see above for pictures): Group level the whole group has the same rights within the project (this is done under Members_groups). If a new group member is added to the research group she/he will automatically get ( inherit ) the same rights as the rest of the research group. Individual level rights are given on an individual level and can differ from one group member to another (this is done under Members_users). For each new group member who starts the rights has to be given for each separate project as necessary. WHAT TO DO WHEN A NEW GROUP MEMBER STARTS? 1. Make sure that the new group member has a KI-ID or KI-student ID. 2. The PI then applies for the new user to be a member of the group in KI ELN, using the KI-ELN application form, see page A superuser gives the new group member access to the relevant projects and set the specific rights. WHAT TO DO WHEN A MEMBER OF ANOTHER RESEARCH GROUP SHOULD GET ACCESS? Sometimes you might want to give a user from another research group access to certain projects within your research group when collaborating. 16

18 1. Add the user to the research group using the form for applying for KI ELN accounts, see page Give the new group member access to the relevant projects and set the specific rights. 3. If necessary, make sure to change any group rights to projects so that only the correct group members have access. WHAT DO TO WHEN A GROUP MEMBER LEAVES KI OR THE GROUP? 1. Remove the projects from the group member (this can be done under Users and Projects in ElnAdminWeb). 2. The PI then request that the user is removed from the group in KI ELN, using the KI- ELN application form, see page 2. If the user leaves KI: The research group will still be able to see the old work done by the group member, but since the group member won t be able to log in to KI ELN anymore she/he will not be able to access their own or the research group s work. If the user leaves the group but not KI: The research group will still be able to see the old work done by the group member. The group member will still be able to log in to KI ELN, since she/he remains at KI, and will be 17

19 able to access their own work even after leaving the research group. But the group member won t be able to continue to see the rest of the research group s work. A GROUP MEMBER CANNOT CREATE A PUBLIC TEMPLATE 1. Check that the user has the right to create public templates (can be seen under privileges ), see page If not, tick the box for ELNGLOBALTEMPLATEADMINISTRATOR (this can also be done for the whole research group). Public templates are only public within the specific research group in KI ELN, but are not accessible to users in other research groups. CAN A PROJECT BE DELETED? No. This has to do with keeping an intact audit trail within KI ELN. A way around this is to close the project. This means that no new experiments can be added to this project. Just tick the Closed box for the project in question (see below) and the Save. The user(s) will then not be able to see the project in KI ELN but the project and its content will still be saved in the system. 18

20 CAN AN EXPERIEMNT BE DELETED? No. This has to do with keeping an intact audit trail within KI ELN. If an experiment has not been submitted, all the sections except for number, name, date, title and project at the top of the experiment, can be deleted. The experiment is then submitted more or less empty to a chosen project. It is also possible to flag experiments as invalid, adding an Errata. Invalid experiments will not show up in a normal search. After adding the Errata section, click on the icon (looking like a piece of paper) and choose Experiment flagged as invalid and write a short comment (reason) for the errata. 19