When you logged in OneLab for the first time, you created a OneLab lab for which you are per default the administrator with all permissions (see the article “Before starting”).
If you want to be able to make use of multiple OneLab labs, in which potentially different protocols and different devices are available, there is a possibility to do so. Either you have to make more than one OneLab account and create one Lab per account; or you have to make use of the invitations functionality. You can both send invitations to other users and you can get invited to their labs as well. You can only create a single lab per account.
When you are on one of the main pages, i.e. the Home tab, Project tab or Devices tab, the “Lab menu” is available via the pop-up menu on the top left of your screen. There are three different statuses/roles defined:
- Admin: The lab admin has access to all administration features within the Lab.
- Member: The lab member can create and manage a lab project, design a protocol, execute a protocol, use a shared lab device or its own devices, contribute to a project log, add and use lab resources. Members cannot delete protocols and add/remove other lab members.
- Operator: The operator can execute a protocol, use a shared lab device, contribute to a project log and use the lab resources. Operators cannot edit, delete, or create protocols, nor change lab members or devices.
The following figure shows what the pop-up menu will look like, depending on your status and settings. As a lab Admin, you have the privileges to “Manage members” (left and middle), while other statuses, i.e. Members and Operator, are only allowed to “View members” (right), as indicated by the red arrows.
The figure also shows that you have the possibility to switch between different labs and in this example includes the potential future option of creation of multiple labs with a single account.
- Left: Default, simplest pop-up menu. You created your own lab when you started using your OneLab account. Per default you are the administrator and thus have the “Manage members” option. Also you can “Edit lab settings” (see the article “How to edit your Onelab Lab Lab settings”).
- Middle: Pop-up menu where you have access to other labs as well, giving you the additional option to “Switch to lab…”. In this example, the potential future functionality of being able to create multiple Labs with a single account is shown. A second Lab, created with the same account is available and this user account is invited to a third Lab as well, which has another person/account as admin (blurred).
- Right: Pop-up menu when you entered a Lab on invitation and you do not have Admin rights. In this situation, you entered a OneLab Lab, where someone else is administrator. You are not allowed to manage the members, but can still view the accounts linked to this specific Lab. Also, since you are not the administrator, you do not have the rights to edit the Lab settings. You can choose to “Leave this lab” which is NOT the same as switching to another lab, as explained below.
When you click on the link “Leaving this lab”, different pop-ups can appear, depending on whether you are the last (admin) account linked to the Lab or if there are still other accounts linked to the Lab, as well as whether you are an invitee or you are the Lab-admin yourself.
In the situation where you are not the last account linked to the Lab, you can leave the lab and if required, you need to transfer the admin rights to a remaining account linked to the Lab. As stated in the pop-up message the action cannot be undone, you will not have access to this Lab anymore (it will no longer appear under the “Switch to lab…” in the lab settings pop-up menu discussed above).
There is however a possibility to get renewed access to this Lab, by receiving a new invitation from the Lab admin. See the article “OneLab invitations” for more information.
In case you were the last member of the Lab (and thus per definition the Lab admin), the Lab will be deleted with all of its information. This means that it will not be accessible anymore and you cannot recover the data by yourself anymore. This action cannot be undone. Only platform administrators (Andrew Alliance for the CLOUD version and your own company for the STANDALONE and EDGE versions) have the option to retrieve all the information, projects and protocols. In case you are using the Cloud version of OneLab, this means that you will have to contact Andrew Alliance Service & Support. For Standalone or Edge releases of the software, your company has the administrator rights. To understand better what kind of OneLab platform releases are currently available, please refer to the article “The OneLab platform: release types”.
When you click on the green “Manage/View members” button, the following menu will open:
The header “Members” has a superscript, indicating how many members this specific Lab has, in this example only one (the Lab admin per definition). Next to the header, there is a green button labelled “+ Invite new member”, which gives you the possibility to send a notification to another OneLab user who will be able to join this specific Lab as well (see the article “OneLab invitations”). Furthermore, there are two lists available: the “Active” list and the “Invites”. If you are the Lab admin, the table starts with a checkbox and has a contextual menu on the right side. Here, the status/role of the member can be set, i.e. Admin, Member or Operator. Also, the Admin has the option “Remove member from lab”, in which case the involved member will lose access to this specific Lab and will need to receive a new invitation to have renewed access in the future if desired.
If you enter the same menu as a Member or Operator instead of Admin, you only have the right to view the list of members. You cannot invite new members (the green button labelled “+ Invite new member” is not available and also the checkbox and contextual menu are missing). You can however see what the roles/statuses of the different users are, as shown in the following figure, where there are three members of this specific Lab.