Notebook access can also be limited to specific sections of a notebook including folders, pages, or even entries. For example, you might want to share a protocol, a data figure, or a set of observations with a colleague who needs to review or contribute to just that part of the notebook—without granting access to the entire notebook.
The ability to manage notebook access is restricted to members assigned the roles of Notebook Owner, Account Administrator, or Notebook Administrator. In other words, if you are currently assigned the role of a Notebook User or Guest, you do not have the privilege to invite other members to that notebook. Members added to a section of a notebook are automatically assigned the Guest role. To learn more about specific roles and privileges, please visit Understanding Notebook Roles and Permissions.
Limiting Access to a Folder or Page
From the Notebook Navigator, right-click on a folder or page and from the menu select Share.
This will open the Share dialog, where you'll see the following tabs: Invite People, Groups or People with Access, URL to Share, and DOI Management.
Select the Invite People tab to invite a member using their email address. Enter one or more email addresses, add a subject, and include a message. You can type a new address or select someone who already has access from the list of members. Then select if you would like the member to be able to edit the content in the section or to have view only access.
The Groups or People with Access tab shows everyone you’ve shared the selected content with including their roles and rights. You can change the rights directly from this tab.
Note: If publishing and public sharing of data is supported and enabled for your organization's license, you may be allowed you to make the content publicly accessible—just check the box next to Allow anyone to view. This setting works in conjunction with the URL to Share tab to generate a public link that anyone can use to view the content. Please visit the Publishing Data through a Shared URL support article to learn more.
Outside of the Notebook Navigator, you can also navigate directly to a page and click Share page in the Page Tools panel on the right-hand side to share the entire page.
When a notebook, folder, or page is shared with a Guest, a two-person icon appears next to its name. This icon shows up in the Notebook Navigator and on shared page entries to indicate it's visible to members with the Guest role.
Sharing an Entry
To share a specific entry, hover over it to reveal the entry toolbar, then click the Share icon.
This will open the Share dialog containing the following tabs: Invite People, Groups or People with Access, URL to Share, and DOI Management.
Select the Invite People tab to invite a member using their email address. Enter one or more email addresses, add a subject, and include a message. You can type a new address or select someone who already has access from the list of members. Then select if you would like the Guest member to be able to edit the content in the section or to have view only access.
Once invited, the recipient will receive an email with a direct link to the specific content. When selecting the link, the member will be prompted to create and activate an account if they do not yet have one on LabArchives.
The Groups or People with Access tab shows everyone you’ve shared the selected content with and their permission level (Guest view or edit access). You can change these permissions directly from this tab. If Publishing data via a Shared URL is supported and enabled for your organization's license, you may be allowed you to make the content publicly accessible—just check the box provided. This setting works in conjunction with the URL to Share tab to generate a public link that anyone can use to view the content.
Using Comments and Mentions to Share an Entry
The Comments feature can be used to communicate with notebook members about a specific entry. It can also be used to share the entry with a new member. Hover over the entry to reveal the entry toolbar, then click the Comment icon.
To mention a specific member, type the "@" symbol or click "@" beneath the Write a comment field. LabArchives will automatically generate a list of members who have access to the entry. Notebook Owners and Administrators can also share the entry with a new Guest member by by entering a user's full email address. That person will receive an email with the subject line “A user in LabArchives has shared an entry with you.”
If you do not have the appropriate sharing permissions, the mentioned member will not receive a notification and will not be granted access to the notebook. Refer to the Using Comments to Communicate with Collaborators article for additional information.