User Roles and Privileges

  • Updated

If you decide to share data with other users, you will need to decide what role each user will have from the five options below.  For more information on sharing Click Here. 

 

The following roles have full access to all notebooks within an account:

  • Owner - can edit, clone, and delete the entire notebook. An Owner can control who has access to the data. There can only be one designated person for this role. This person is usually a Principle Investigator, Project/Lab Manager.
  • Account Administrator - Has full access to all notebooks created within the owner's account. Can access Account Manager or Notebook Settings to add other users, but with limited controls vs. Owners. Cannot delete or clone a notebook. Each Account Administrator occupies 1 seat. 
  • Notebook Administrator - Can be added to individual notebooks. Can access Notebook Settings to add other users, but with limited controls vs. Owners. Cannot delete or clone a notebook. Each Notebook Administrator occupies 1 seat. 
  • User - Can be added to individual notebooks. Can be given edit or view only rights. A User cannot share notebook contents. Cannot delete or clone a notebook. Each User occupies 1 seat. 

  • Guest - Can be added to individual notebooks. Can be given edit rights for 60 days. After 60 days, the Guest access will become read only. There is no limit on the number of Guests. 

 

Below is a table of privileges based on their role in the notebook.

 

Role Owner Account Administrator Notebook Administrator User Guest
Access to Notebooks within Owner's account?   All Notebooks As assigned As assigned As assigned
Read/Edit? Yes Yes Yes Can be assigned Full Access or Read Only Edit access can only be given for 60 days
Can Comment? Yes Yes Yes Yes Only with Owner/Admin Approval
Can Delete Comments? Yes Yes Yes Only if it is the User's comment Only if it is the Guest's comment
Allow Commenting Privileges? Yes Yes Yes No  No
Can be part of a Group? Yes Yes Yes Yes  No
Can Invite Users to Notebook? Yes Yes Yes  No  No
Can Publish DOIs? Yes Yes Yes  No  No
Can Modify Permissions? Yes Yes Yes  No  No
Can Clone a Notebook? Yes No No  No  No
Can Delete a Notebook? Yes No No  No  No
Can Transfer Ownership of a Notebook? Yes No No  No  No

Can Create a Notebook on Behalf of Owner?

 Yes Yes Yes  No  No
Can Access "Account Manager"? Yes Yes No  No  No
Can Access "Notebook Settings"? Yes Yes Yes  No  No
Allow Markdown in Plain Text Entries? Yes Yes Yes  No  No
Specify Adding New Entries to Top/Bottom of Page Yes  No  No  No  No
Can use "Rearrange Entries" Page Tool? Yes No  No  No  No

Allow Signing/Witnessing in Notebook?

 Yes No  No  No  No
Can Restrict Copying Notebook Contents to Another Account? Yes No  No  No  No
Can Sign? Yes Only with Owner/Admin Approval Only with Owner/Admin Approval Only with Owner/Admin Approval Only with Owner/Admin Approval
Can Witness? Yes Only with Owner/Admin Approval Only with Owner/Admin Approval Only with Owner/Admin Approval No

 

 

Having Access to the Notebook Settings menu entails:
1. Control commenting privileges.
2. Ability to add/remove persons from the notebook.
3. Control the Roles of all persons in the notebook.
4. Control signing and witnessing privileges for all persons in the notebook.
5. Ability to create and modify LabArchives Groups.
6. Ability to remove persons from LabArchives Groups.