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Permission Groups: Scispot's Role Based Access

Unlock, Control, and Collaborate with Ease: Scispot's Permission Groups

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Written by Satya Singh
Updated over 2 weeks ago

In the realm of scientific research and GXP workflows, managing a collaborative environment is not just about sharing data; it's about doing so with precision, security, and utmost clarity. Scispot’s Labspaces and Labsheets sit at the center of this mission, enabling research teams to collaborate dynamically while maintaining data integrity and organizational structure.

What truly sets Scispot apart, however, is our robust permissioning system. Our framework is built to define how, when, and by whom data can be accessed or modified. This system ensures that every team member interacts with the right information at the right time, creating a transparent and compliant environment for scientific innovation.

Imagine you're part of BioSys Innovations–an innovative biotechnology company where scientific research is the lifeblood of the organization. This organization employs a range of professionals, from laboratory technicians to senior scientists, each with their own unique roles and responsibilities. In such an environment, precision, data integrity, and security are paramount. This is where Scispot's permission groups comes into play, ensuring easy collaboration while safeguarding sensitive research data.

In this article, we’ll explore the different user licenses within Scispot, how they shape access and collaboration across Labspaces and Labsheets, and how they can streamline your team’s workflow in a secure, GxP-ready environment.

Breaking Down the User Licenses:

Scispot offers five distinct user licenses, each tailored for specific needs. The first three types, Super Admin, Admin, and Member, are assigned to users who will be interacting with data in the Scispot platform. View Only and External are access roles that are typically assigned on a case-by-case basis, depending on project needs and the level of visibility required.

🔐Super Admin:

Think of them as the guardians of your Labspaces & Labsheets universe. Like a captain of a ship, overseeing and managing every aspect of the journey.

Capabilities:

  • Full access to all Labspaces, Labsheets, and pages (public or private)

  • Can view, edit, and delete all content

  • Can modify user roles and permissions

  • Can peek into private pages created by others

🔓Admin:

Trusted team members with significant access but without the weight of super admin responsibilities. They're similar to lab managers, ensuring that each experiment and study adheres to protocols.

Capabilities:

  • Create, edit, and manage Labspaces and Labsheets

  • Full control over public content

  • Edit or view shared or assigned private pages/folders

  • Cannot access private pages that they’re not assigned to

🔓Member:

The essential contributors form the backbone of day-to-day operations. Reminiscent of technicians and junior scientists, they execute experiments, manage data, and maintain the research workflow.

Capabilities:

  • Create and edit their own Labspaces and Labsheets

  • View public pages and private pages shared with them

  • Edit and move only pages or Labsheets assigned to them

  • Cannot access the private content of others unless shared with edit access

🔒View Only:

For those who need to stay informed but not necessarily contribute. Comparable to visiting scholars at a symposium, they review findings but do not participate in the experimental processes.

Capabilities:

  • Can view all public content in read-only mode

  • Cannot create, edit, move, or delete any content

  • Typically assigned on a case-by-case basis

🔒External:

Individuals outside the organization but still relevant to certain projects. Like guests at a private event, they're there for a specific purpose and have access to only select areas.

Capabilities:

  • Access only the designated folders or data shared explicitly with them

  • Always view-only

  • Cannot modify or create content

  • Typically assigned per project or engagement

Labspace Access by User Type:

The first three types, Super Admin, Admin, and Member, are assigned to users who will be interacting with data in the Scispot platform. The tables below summarize what each user type can do in Private and Public pages/folders:

🔒 Private Pages/Folders

Private pages/folders created by Super Admin

Action

Super Admin

Admin

Member

Viewer

External User

Rename

✅ Yes

❌ No

❌ No

❌ No

❌ No

Move

✅ Yes

❌ No

❌ No

❌ No

❌ No

Clone

✅ Yes

❌ No

❌ No

❌ No

❌ No

Archive

✅ Yes

❌ No

❌ No

❌ No

❌ No

Delete

✅ Yes

❌ No

❌ No

❌ No

❌ No

Private pages/folders created by Admin

Action

Super Admin

Admin (Edit access)

Member

Viewer

External User

Rename

✅ Yes

✅ Yes (If owned by user)

❌ No

❌ No

❌ No

Move

✅ Yes

✅ Yes (If owned by user)

❌ No

❌ No

❌ No

Clone

✅ Yes

✅ Yes (If owned by user)

❌ No

❌ No

❌ No

Archive

✅ Yes

✅ Yes (If owned by user)

❌ No

❌ No

❌ No

Delete

✅ Yes

✅ Yes (If owned by user)

❌ No

❌ No

❌ No

Private pages/folders created by Member (Edit Access)

Action

Super Admin

Admin (Edit access)

Member (Edit access)

Viewer

External User

Rename

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Move

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Clone

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Archive

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Delete

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Private pages/folders created by Member (View Access)

Action

Super Admin

Admin (View only access)

Member (View only access)

Viewer

External User

Rename

✅ Yes

❌ No

❌ No

❌ No

❌ No

Move

✅ Yes

❌ No

❌ No

❌ No

❌ No

Clone

✅ Yes

❌ No

❌ No

❌ No

❌ No

Archive

✅ Yes

❌ No

❌ No

❌ No

❌ No

Delete

✅ Yes

❌ No

❌ No

❌ No

❌ No

🌍 Public Pages/Folders

Public pages/folders created by Super Admin / Admin / Member

Action

Super Admin

Admin

Member

Viewer

External User

Rename

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Move

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Clone

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Archive

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Delete

✅ Yes

✅ Yes

❌ No

❌ No

❌ No

Page Editing

✅ Yes

✅ Yes

✅ Yes

❌ No

❌ No

Why Permissions Matter?

Setting clear boundaries ensures:

  • Security: Protects sensitive information.

  • Efficiency: Team members find what they need without sifting through irrelevant data.

  • Clarity: Reduces chances of accidental alterations or deletions.

Conclusion & Key Takeaways:

Scispot’s Labspaces & Labsheets offer a versatile environment for scientific collaboration. By understanding and leveraging the distinct user licenses, teams can collaborate effectively while ensuring data integrity and security. Remember:

  • Super Admins are the overseers.

  • Admins manage and maintain.

  • Members contribute actively.

  • View-only users observe.

  • Externals come in on a need-to-know basis.

The right permission ensures a harmonious, productive, and secure working environment. Embrace the power of permissions and let your scientific endeavors flourish without worry.

Unlock the full potential of your scientific collaboration with Scispot's Labspaces & Labsheets. If you're a researcher seeking hassle-free access control for your work, don't hesitate to reach out to us. We're here to empower your research journey. Contact us at [email protected] or book a free consultation call here and experience the future of scientific collaboration today.

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