Space Management

Create new Inventory Spaces

The default Inventory contains two folders: Materials and Methods. These are openBIS Spaces.

Additional Spaces can be created by an Instance admin.

Create a new Inventory Space from the ELN UI

From openBIS version 20.10.4 it is possible to create Spaces directly from the ELN interface.

To create a new Space under the Inventory:

1. Select Inventory in the main menu

2. Click on +New Inventory Space in the Inventory page

3. Enter the Code for the Space, e.g. EQUIPMENT. Please note that codes only accept alphanumeric characters, –, . , _.

4. Save

Multi-group instances

In a multi-group instance, the Instance admin can choose where to create a new Space:

1. no group. The new Space will have no prefix and the Settings defined in General Settings will apply (see General ELN Settings).

2. in one of the existing groups. The new Space will have the group prefix and the Settings of that group will apply (see Group ELN Settings).

Create a new Inventory Space from the core UI

In the core UI:

1. Select Admin -> Spaces

2. Click Add Space at the bottom of the page

3. Enter the Space Code, e.g. EQUIPMENT

4. Save

Set Inventory Spaces

When new Spaces are created in the core UI, they are automatically displayed under the Lab Notebook part of the ELN main menu.

It is possible to move a new Space to the Inventory, by editing the Settings under Utilities in the ELN UI:

1. Go to the Settings and click Edit.

2. Go to the Inventory Spaces section in the Settings and click the + button as shown below.

3. Select the Space you want to move to the Inventory from the list of available Spaces.

4. Save the Settings.

5. Refresh the browser.

Updated on April 26, 2023

Create new ELN Spaces

Create a new Lab Notebook Space from the ELN UI

From openBIS version 20.10.4 it is possible to create Spaces directly from the ELN interface. To create a new Space under the Inventory:

1. Select Lab Notebook in the main menu

2. Click on +New Space in the Lab Notebook page

3. Enter the Code for the Space. Please note that codes only accept alphanumeric characters, –, . , _.

4. Save

Multi-group instances

In a multi-group instance, the Instance admin can choose where to create a new Space:

1. no group. The new Space will have no prefix and the Settings defined in General Settings will apply (see General ELN Settings).

2. in one of the existing groups. The new Space will have the group prefix and the Settings of that group will apply (see Group ELN Settings).

Use cases where this could be useful:

1. in a multi-group instance with user folders in the Lab Notebook it is desired to have in addition some Spaces that are not linked to a particular user, but maybe rather to some projects.

2. in a multi-group instance it is not at all desired to have the lab notebooks organised by users, but rather by projects. A system admin can configure the user management config file not to create users folders in the lab notebook section (see Multi group instances).

The rights for Spaces not belonging to any group need to be manually assigned by an Instance admin.

Create a new Lab Notebook Space from the core UI

In the core UI:

1. Select Admin -> Spaces

2. Click Add Space at the bottom of the page

3. Enter the Space Code, e.g. EQUIPMENT

4. Save

By default all Spaces created in the core UI are shown under the Lab Notebook part of the ELN UI.

Updated on April 26, 2023

Delete Spaces

Spaces can be deleted by Instance admins or by Space admins.

To delete a Space:

1. Click on the Space in the main menu

2. Select Delete from the More.. dropdown

3. Provide a reason for deletion

4. Accept

Notes:

Spaces are not moved to the trashcan, but they are permanently deleted straight away.

Spaces can only be deleted when they are empty and no entries previously belonging to the Space are in the trashcan.

Updated on April 26, 2023

Move Spaces between Lab Notebook and Inventory

If a Space belongs to the Inventory, this information is stored in the ELN Settings, under the section Inventory Spaces.

To move a Space from the Lab Notebook to the Inventory, click on the + button on top of the Inventory Spaces section, select the Space you want to move and Save the Settings.

To move a Space from the Inventory to the Lab Notebook, click on the – button next to the Space you want to remove in the Inventory Spaces section and Save the Settings.

ELN Settings can be edited by Instance admins, group admins in multi-group instances and by anyone with admin rights to the ELN_SETTINGS Space.

Updated on August 2, 2022