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this video will cover all aspects of sharing data in love archives to start with let's cover user roles in lab archives the owner of a notebook can edit clone and delete the entire notebook an owner can access manage my account user management and group management for complete control over who can access the data typically a supervisor or lab manager will own the notebook an administrator can be given the same rights as the owner but they cannot access manage my account and they cannot delete the notebook a user is a paid account that can be given edit or view only rights a user cannot share notebook a guest is an unpaid account that can be given edit rights for 60 days after 60 days the guest access will become read-only a guest can not share data but they can be given common privileges also guests cannot be added to groups and they cannot be given witness rights owners and administrators with sharing rights can share an entry a page a folder or an entire notebook to share an item in the notebook navigator right-click or command click on that item and select share to share a page select the page share tool here or to share a single entry click the gear icon and select the word share either way this menu will appear at the top it says share entry because I am sharing one entry to add a user simply type in the users email address or click the add person button here for a list of suggested users give this user to edit or to view rights you can provide a message and click send after you click send it will bring you to the groups or people with access tab on this tab you can see who has access to this page folder or entry and you can change a user or groups access if you do not have sharing rights you will not be able to make changes on this tab you can see that user 4 was added to the notebook as a guest with can edit rights remember a guest can edit the notebook for 60 days after that their access will become read-only if an entry is shared you will see the two people icon on the right side also the icon in the notebook Navigator will update you can also share an entry using comments click the comment icon on the entry toolbar type at and the user's full email address this user will receive an email indicating that you have shared content with them they will be added to this notebook as a view only guest if you do not have sharing rights you will not be able to share this entry the notebook owner and admin can control access to the notebook the user management tab in the notebook settings to access the notebook settings click the triple bar menu on the top right and select notebook settings the owner or administrator can control guest commenting privileges here and turn on page witnessing here on the user management tab the notebook owner or administrator can add users to the notebook click new user and type in the user's full email address to add the user click add user you can change the user role by clicking the drop down menu here you can adjust group membership in this column here and you can give can sign or can witness rights on these columns here you can remove a user from the entire notebook by selecting the trashcan icon here and clicking ok to change owners of a notebook simply select transfer ownership here the owner of the notebook can transfer ownership to anyone with access to the notebook select the new owner from the drop-down list and click transfer ownership after the transfer of ownership has been completed you will be labeled as an administrator and you can be removed from the notebook if you have a large lab with many users you may want to set up groups to easily set permissions for several individuals at once to create a group go to the group management tab and select new group name the group add a description and click Add group to delete a group simply click the trashcan icon here after the group is made you need to add users to the group and share data to that group to add users to the group click the pencil icon on the group membership column select the groups that you would like the user to join and click OK you'll notice I cannot add user for to a group because guests cannot be added to groups finally you will need to setup custom permissions for this group to share an item in the notebook navigator click on the item and select permissions here you can assign the group can edit can view or no access rights it's important to note the most inclusive privileges when you can expand rights for the member of a group but you cannot restrict them this means if a group has can view rights I can expand a user to can't edit rights but I cannot restrict them to no access notebook owners can add users to multiple notebooks by using manage my account this is very useful for lab managers and principal investigators to add or remove lab members across multiple lab notebooks simultaneously notebook owners will be able to access manage my account by clicking their name on the top right and selecting manage my account the account administrator tool will show you everyone with access to notebooks that you own as part of your subscription you can manage your subscription on this page and purchase more seats for your lab if you have questions about your subscription please reach out to lab archive support or your account manager you can add a new user to your account by clicking add person typing in the users full email address select a role for that user select the notebooks that you would like this user to be added and selecting add person to change a user's role in every notebook that you own select the drop down menu here to remove a user from all notebooks select the trashcan icon here and if you would like to see what notebooks that a user can access click the notebook icon if you want to learn more about tools available in lab archives please check out our knowledgebase available at the purple eye on the top right by selecting the word help as always if you have any questions or need any help please email us at support at the archives comm