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.