We’re excited to share some long-awaited updates to the LabArchives ELN account creation and management process, beginning in January 2025! Your feedback has shaped these changes, and we are hoping this will make things more efficient for everyone.
Principal Investigators Will Add New Users Directly
Principal Investigators (PIs) and their administrative delegates will be able to directly add new users to their notebooks without having to submit form requests to the ELN Service Team. When a new member joins the lab, the PI or delegate will be able to give them immediate access to the notebook.
Notebook Ownership Reserved for PIs
All new notebooks will be owned by PIs, enhancing data oversight and integrity. Only PIs and any Account Admins they assign will be able to create notebooks, and those notebooks will be owned by the PI.
PIs will be able to assign the following administrative roles:
- Account Administrators (new): add users and create notebooks on behalf of the PI
- Notebook Administrators: manage access and permissions in specific notebooks
Your current/existing notebook access and data stay the same, no matter your role. You will maintain existing ownership access.
PIs new to LabArchives will still need to complete our Access Form in order to use it.
Our support team will continue to provide guidance and assistance! Email us at eln@cio.wisc.edu.
PIs Currently Using LabArchives
- Decide if you will be managing notebook access for your lab, or if you want to designate an Account Administrator to create notebooks and add users on your behalf.
Researchers (Non-PIs)
- It is good practice to make sure your PI is the owner of any notebooks you use in their lab.
- Invite your PI to your notebook and transfer ownership to them; your role will default to Notebook Administrator, meaning you can still control permissions and preferences within it.
Join the Virtual Community of Practice
You can also join the Microsoft Teams LabArchives Community of Practice for asynchronous communication and to gain access to Virtual Office Hours.
Join the Google Group Email List
- Send an email to: labarchives_allusers+subscribe@g-groups.wisc.edu
- Within a minute or two, you’ll receive an email that includes steps to confirm your membership.
More information can be found in the KB article on subscribing and unsubscribing from google groups.
UW Madison LabArchives Virtual Office Hours
Bring your questions for the ELN Service Team! Office hours will be hosted over Microsoft Teams.
Wednesday, December 4th – Wednesday, February 5th (except legal holidays)
- Tuesdays at 2:30pm-4:00pm
- Wednesdays at 9:00am-10:00am
Frequently Asked Questions
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Will I or my lab members lose access to my notebooks?
No, your access and permissions in your current notebooks will remain unchanged. Only new notebooks, starting in January, will be owned exclusively by PIs. New notebooks can be created by PIs or assigned admins.
I am not a PI but need continued access to own and create new notebooks.
If you’re not a PI but need to retain notebook ownership or creation privileges (e.g., research programs), you can email your request to eln@cio.wisc.edu. We’ll work with you to ensure your role is properly configured before the transition.
How do I get started with LabArchives?
New labs will still need the PI to request initial access. Once our team provisions an account for the PI, they can directly add new users to notebooks.
I see an error message when I log in. How do I gain access?
If you see the following message, ensure that a notebook owner (PI) adds you as a user of a notebook.
“Sorry, you are not authorized to create a notebook. Please contact your PI or site administrator to give you access to a notebook.”
If this message still persists, ensure
- You are trying to create an account and sign in with the same email your PI used to share the notebook with
- Your web browser is up to date and your browsing history and cookie cache is cleared
If you see the following message, make sure you have created an account through LabArchives.
“Your institution has not yet authorized you for LabArchives access. Please contact your institution’s LabArchives administrator for assistance. [Error: no authorized entitlement(s)] unspecified. If the problem persists, contact your institution’s help desk”
If this message still persists, contact the ELN service team and we will troubleshoot access for you.
If you are a new PI to LabArchives, you will need to request access through our initial access request form.
Resources
- Sign in through your institution (SSO) – LabArchives
- Managing Users in a Notebook – LabArchives
- LabArchives: Roles
- User Roles and Privileges – LabArchives
- Transferring Ownership of a Notebook – LabArchives
Still need help? Email us at eln@cio.wisc.edu.
We’re excited to roll out these enhancements and appreciate your support as we make these improvements together!