Knowledgebase
6.4 Group Management
Posted by LabArchives Support on 09 May 2017 03:57 PM

For laboratories with a number of Users, LabArchives offers the ability to arrange the Users into Groups with custom permissions. This allows managing access privileges for a large group rather than on an individual basis.  To begin using Groups, click on the triple bar menu, and select Notebook Settings.

 

Click on the third tab, Group Management as you see below. Note: There is a default group called Full Access which provides full access to the entire Notebook.

How to create a group:

You can create a group by first clicking on the New Group icon (). Give your group a name and description, then click on “Add Group”

 

How to Add Users to your Group

You can add users to the group in the User Management Settings. All group members will need to be added to your notebook before they are assigned to a group (learn how you can add users to a notebook here).

Note: Guests cannot be part of a group.



Click on the pencil next to the user’s name, and a small window will appear with all your groups. Select the group for the user to be a part of and deselect the Full Access Group.

Note: All group members will have the same access rights.



How to give a group custom permissions:

There are two ways to set group permissions:

1. 
From the Notebook navigator right-mouse-click on any folder, page or notebook name and select “Permissions” from the menu.  On the Groups or People With Access tab, you will see all of the Groups in your Notebook. Select a Group and in Rights column, you can set the rights for the group by making a selection from the drop-down menu: can edit, can view or no access.  

2. From a page entry, click on the gear icon from the edit menu and select “Share”. From the Groups or People With Access tab, you will see all of the Groups in your Notebook.  Select a Group and in Rights column, you can set the rights for the group by making a selection from the drop-down menu: can edit, can view or no access.



To learn more about Managing Group Access, click here

MOST INCLUSIVE PRIVILEGES WIN RULE:

It's important to know that, when creating groups, you cannot apply less inclusive rights to a specific member of the group.

This means that if I give a group read/edit privileges, but I want a specific member of the group to have read-only rights, I will not be able to arrange this. The more inclusive read/edit rights win over the less inclusive read-only rights.

Make sure when you create a group, you are prepared for every member of that group to have the rights you give it. You will not be able to restrict or add to the rights of a specific group member further.

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