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openBIS can be configured to be used by multiple groups, where every group only sees their own group Spaces.
This configuration needs to be done by a *system admin*, as described [here](https://openbis.readthedocs.io/en/latest/system-admin-documentation/advanced-features/share-ids.html).
In the example below we see two groups: **RDM** and **ETHRDH**. For each group, in the Inventory, there area n **Equipment**, a **Materials**, a **Methods** and a **Publications** Spaces with the group prefix. In the lab notebook, each group member has a personal *Space* where the name is the group prefix and the username of the user.
It is possible to configure the user management configuration file (*sys admin*) not to create user Spaces for a given group, in case one group prefers to organise their notebook by project, rather than by group members, as described [here](https://openbis.readthedocs.io/en/latest/system-admin-documentation/advanced-features/share-ids.html).
In a multi group instance users are automatically registered and the roles defined in the user management configuration file on the server are automatically assigned to them. There is a maintenance task that runs in the background at a frequency determined by the *system admin*. This can be once per day or several times per day. If there are new users, they will be added to openBIS when the maintenance task runs.
An *instance admin* can assign additional roles to users from the admin interface ([User Registration](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/user-registration.html)). Default roles defined in the user management configuration file and automatically assigned cannot be removed, because they will be assigned again automatically by openBIS when the maintenance task runs.
We would recommend to assign *SPACE_USER* rights for the Inventory Spaces to every group user and *SPACE_ADMIN* rights for their own lab notebook. This can be specified in the user management configuration file by the *system admin*.
In the user management configuration file, one or more admins for each group can be designated. The *group admin* has by default *SPACE_ADMIN* rights to all the *Spaces* of their group. A *group admin* can customise the [Group ELN Settings](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/multi-group-set-up.html#group-eln-settings) for the group.
## General ELN Settings
In a multi-group instance an *Instance admin* can customise the General
ELN Settings.
The Settings can be access from the main menu, under **Utilities**.
The General ELN Settings are Settings that are not specific to any of
the defined groups group , as shown below.
The General ELN Settings consist of two parts:
1. **Instance Settings**. These settings affect the whole instance, it
is not possible to customise them on a group level.
2. **Group Settings**. These settings affect all general *Spaces* that
do not belong to any group defined in the configuration file
(see [openBIS set up for multi group
instances](https://unlimited.ethz.ch/display/openBISDoc2010/User+Group+Management+for+Multi-groups+openBIS+Instances)).
This is the case, for example, if *Spaces* are manually created and
they do not belong to any group (see [Create new ELN
Spaces](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/space-management.html#create-new-eln-spaces)).
Spaces that do not belong to any group do not have a group prefix. In
the example below **Publications** do not belong to any group in the
Inventory.
and **Horizon**, **Snf** do not belong to any group in the Lab notebook.
1. **Custom widget**s. This section allows to enable the Rich Text
Editor or Spreadsheet component for a given field, as described
in [Enable Rich Text Editor or Spreadsheet
Widgets;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/new-entity-type-registration.html#enable-rich-text-editor-or-spreadsheet-widgets)
2. **Forced Monospace Font**. This section allows to force the use of
monospace font (i.e. fixed width) for selected MULTILINE\_VARCHAR
properties. This is useful for example for plasmid sequences.
3. **Dataset types for filenames**. This section allows to associate
files with a given extension to a specific dataset type, as
described in [Associate File Types to Dataset
Types](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/associate-file-types-to-dataset-types.html).
1. **Storages**. In this section the storages for samples to be used in
*Spaces* not belonging to any predefined group (see above), can be
created, as described in [Configure Lab
Storage;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-materials-and-samples.html#configure-lab-storage)
2. **Templates**. In this section, the templates for a given *Object
type* to be used in *Spaces* not belonging to any predefined group
(see above) can be created, as described in [Create Templates for
Objects](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/create-templates-for-objects.html);
3. **Object types definition extension**. In this section, it is
possible to:
1. Define if one *Object type* is a protocol. If an *Object type*
is defined as a protocol, it is possible to create a local copy
of it under an Experiment, when linking to it as a parent, as
described in [Enable Protocols in
Settings;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-protocols.html#enable-protocols-in-settings)
2. Enable the storage widget for an *Object type,* as described
in [Enable Storage Widget on Sample
Forms](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-materials-and-samples.html#enable-storage-widget-on-sample-forms)
3. Define if the *Object type* should be shown in drop downs, as
described in [Enable Objects in
dropdowns](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/new-entity-type-registration.html#enable-objects-in-dropdowns);
4. Define if the *Object type* should be shown in the main menu
under the Lab notebook section. By default objects are not shown
in the main menu in the Inventory section.
5. Customise the *Parents* and *Children* sections for an *Object
type* as described in [Customise Parents and Children Sections
in Object
Forms](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-parents-and-children-sections-in-object-forms.html);
4. **Inventory Spaces**. It is possible to move *Spaces* from the
Inventory section to the Lab notebook section and vice-versa as
described in [Move Spaces between Lab Notebook and
Inventory](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/space-management.html#move-space-between-lab-notebook-and-inventory)
5. **Main menu**. The main menu for the *Spaces* that do not belong to
any predefined group (see above) can be customised here, as
described in [Customise the Main
Menu;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-the-main-menu.html)
6. **Miscellaneous**. In this section it is possible to:
1. Show the dataset archiving buttons in *Spaces* that do not
belong to any predefined group. Please note that this is not
available by default, but the infrastructure for [archiving to
tapes](https://openbis.readthedocs.io/en/latest/user-documentation/general-users/data-archiving.html)
(StrongBox/StrongLink) needs to be put in place by a *system
admin ([Multi data set
archiving](https://unlimited.ethz.ch/display/openBISDoc2010/Multi+data+set+archiving))*.
2. Hide sections by default in *Spaces* that not belong to any
predefined group. By default some sections in some forms are
hidden:
1. Description in *Spaces* and *Projects*.
2. Identification info in *Spaces*, *Projects*, *Experiments*,
*Objects*, *Datasets*.
By unchecking this option, these sections will be shown by default.
Updated on April 26, 2023
## Group ELN Settings
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In a multi group instance a *group admin* or *Instance admin* can
customise the ELN Settings for the group.
The group Settings can be selected from the **Settings** in the main
menu.
The Settings for the relevant group can be selected from the available
dropdown, as shown below.
In the group settings the following is configurable:
1. **Storages**. In this section the group storages for samples can be
created, as described in [Configure Lab
Storage;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-materials-and-samples.html#configure-lab-storage)
2. **Templates**. In this section, the templates for a given *Object
type* can be created, as described in [Create Templates for
Objects](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/create-templates-for-objects.html);
3. **Object types definition extension**. In this section, it is
possible to:
1. Define if one *Object type* is a protocol. If an *Object type*
is defined as a protocol, it is possible to create a local copy
of it under an Experiment, when linking to it as a parent, as
described in [Enable Protocols in
Settings;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-protocols.html#enable-protocols-in-settings)
2. Enable the storage widget for an *Object type,* as described
in [Enable Storage Widget on Sample
Forms](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-inventory-of-materials-and-samples.html#enable-storage-widget-on-sample-forms)
3. Define if the *Object type* should be shown in drop downs, as
described in [Enable Objects in
dropdowns](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/new-entity-type-registration.html#enable-objects-in-dropdowns);
4. Define if the *Object type* should be shown in the main menu
under the Lab notebook section. By default objects are not shown
in the main menu in the Inventory section.
5. Customise the Parents and Children sections for an *Object type*
as described in [Customise Parents and Children Sections in
Object
Forms](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-parents-and-children-sections-in-object-forms.html);
4. **Inventory Spaces**. It is possible to move Spaces from the
Inventory section to the Lab notebook section and vice-versa as
described in [Move Spaces between Lab Notebook and
Inventory](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/space-management.html#move-space-between-lab-notebook-and-inventory)
5. **Main menu**. The main menu for the group can be customised here,
as described in [Customise the Main
Menu;](https://openbis.readthedocs.io/en/latest/user-documentation/general-admin-users/admins-documentation/customise-the-main-menu.html)
6. **Miscellaneous**. In this section it is possible to:
1. Show the dataset archiving buttons for the group. Please note
that this is not available by default, but the infrastructure
for [archiving to
tapes](https://openbis.readthedocs.io/en/latest/user-documentation/general-users/data-archiving.html)
(StrongBox/StrongLink) needs to be put in place by a *system
admin ([Multi data set
archiving](https://unlimited.ethz.ch/display/openBISDoc2010/Multi+data+set+archiving))*.
2. Hide sections by default. By default some sections in some forms
are hidden:
1. Description in *Spaces* and *Projects*.
2. Identification info in *Spaces*, *Projects*, *Experiments*,
*Objects*, *Datasets*.
By unchecking this option, these sections will be shown by default.
Updated on April 26, 2023