User Roles and Privileges – LabArchives

When you create a notebook, you are automatically assigned the role of Notebook Owner, which gives you full control over the notebook, including the ability to manage access and notebook settings.

If you choose to share data with others, you’ll need to invite them to your notebook and assign a role from the other four options listed below. Each role provides a different level of access and permissions, defining what actions a user can perform—such as viewing, editing, or managing shared content. To learn more about how sharing works—whether you're sharing the entire notebook or just specific parts, such as a folder, page, or entry—click here.

Notebook Owner - Can edit, clone, and delete the entire notebook. The Owner controls who has access to the data. There can be only one Owner per notebook, typically a Principal Investigator or Project/Lab Manager.
Account Administrator - Has full access to all notebooks created under the Owner's account. Can access the Owner's Account Manager or Notebook Settings to add users, but with more limited controls than Owners. Cannot delete or clone a notebook. Each Account Administrator occupies one seat.
Notebook Administrator -Can be added to individual notebooks and access Notebook Settings to add other users, but has limited controls compared to Owners. Cannot delete or clone a notebook. Each Notebook Administrator occupies one seat.
User - Can be added to individual notebooks with full access. 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 and may be granted edit rights for up to 60 days. After 60 days, Guest access will switch to read-only. There is no limit on the number of Guests.

Below is a table of privileges based on notebook roles.

Role	Notebook 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.