Listed below are some basic guides to get you started. You can see a full list of guides and search for information in the LabArchives Knowledgebase.
- Create new notebook
- Create folders and pages
- Add data to your notebook
- Edit your notebook
- Share a notebook, folder, page or single entry
- User management
- Set up your lab members' notebooks
- Basic search
- Browser compatibility
The following guides have been developed to help you set up your electronic notebooks.
Data storage and security
Data in LabArchives are stored securely within Australia in a primary data centre with a back-up disaster recovery centre in a separate Australian location. Each customer's data is stored in its own database, isolated from other customer data - see the security and availability article for more information.
Every action in your LabArchives notebook generates a date and time stamp obtained from the National Institute of Standards and Technology (NIST) that is unchangeable; this happens when you create, modify, or delete any entry in your notebook. It is not possible for users to permanently delete any data (though it can be hidden temporarily).
Although LabArchives is a secure option for storing data, it's still important to make sure that you're complying with the requirements for storage as outlined in the Research Materials and Primary Materials Policy as well as complying with any agreements you might have with third party collaborators about the location of shared data.
Types of data that can be stored
LabArchives will support a large number of file types, most of which you can upload as attachments. Some of these formats include:
- MS Office (Word, Excel, PowerPoint)
- GraphPad Prism
- Image (e.g. .jpg, .png)
- Media (e.g. .mp3, .mp4)
You can also create links to internal and external content.
Organising your data
The folder and page structure in LabArchives makes it easy to create a folder system for organising your data; however, it's worth giving some consideration to how you want to structure your notebooks before you create them. See the flow chart for lab setup for ideas.
Using LabArchives offline
LabArchives has a tool called Folder Monitor that allows you to work with files locally on your Windows or Mac computer and then sync the files back to your LabArchives notebooks when you're online again. Australian users will need to change the default server settings but there are instructions for doing so in the guides below:
Downloading/exporting your notebooks
Viewing/editing MS Office files
You can edit MS Office documents from within your notebooks using Microsoft Office Online. If you would prefer to use the Office desktop apps, you can download and install the Office plug-in for Windows or Mac and edit your files using the full versions of Word, Excel or PowerPoint.
There are four main roles:
- Notebook owner, who can add and edit content, add other users and transfer the ownership of their notebooks to another user
- Administrator, who can do the same as an owner except for transferring ownership of a notebook
- User, who has limited editing privileges
- Guest, who has view-only access to a notebook for 60 days
Find more information in the user roles and privileges guide.
Leaving the University
You can download a copy of a notebook as a PDF or HTML file; however, you can't transfer ownership of a notebook to an external email address (the new owner has to be someone with an adelaide.edu.au address). The Research Data and Primary materials policy dictates that data remain within the UofA; however, if you believe you have a valid reason for taking your notebook with you then contact Research Technology Support.
Can multiple people edit a notebook page simultaneously?
Yes, a notebook page can be edited by more than one person at a time. Each entry on a page is tracked separately, so multiple people can work on different entries on the page simultaneously. However, a page entry (e.g. rich text, plain text, sketch or widget) is locked while being edited so only one person can work on an entry at any given time.
Sharing notebook content
Publishing your data
We recommend the University's institutional repository Figshare as the best option for publishing and sharing data as it provides a citeable permanent address and DOI for your published data. In addition, data that you publish in Figshare will also appear in Research Data Australia and in your Researcher Profile via Aurora.
Uploading media files
Media files can be added to any rich text entry on a notebook page, and you can also embed YouTube videos. However, you might prefer to add media files separately as attachments because that way you can add headings and tags that will make your files easier to find. It will also enable you to use the image annotator tool.
You can choose whether you just see notifications in your notebooks or whether you also receive email notifications. You can also choose to display or disable display of notebook content in your emails - see the notifications guide for more information.
Searching for folders, pages and entries
You can use the search function in LabArchives to easily find content in your notebooks. LabArchives will search folders, pages and page entries and will also search inside compatible document types, including MS Office documents. You can also use the advanced search features, which include options such as searching by user, date, or chemical structure. Improve the searchability of your page entries by tagging them.
Sharing your notebook with people outside the University
Monitoring activities in your notebooks
There are several ways that you can monitor activities in your notebooks. You can use the activity feed, which provides an overview of all your notebooks and allows you to see all entries that have been created, modified or deleted, as well as user activities such as logins and comments. You can use a notebook's dashboard to view a summary of data, activities of notebook users and information on recent activities. Also, you can view revisions that have been made to a page or page entry within a notebook.
Connecting GraphPad Prism
GraphPad Prism (version 5.04 / 5.0d and higher) has an option to connect directly to your LabArchives account. Note that users in Australia have to create a configuration text file in the Prism program directory to access the Australian server - more information is available in the LabArchives GraphPad Prism guide. Graphpad Prism is available to install on your devices.
Adding files by email
If you send files to firstname.lastname@example.org using your LabArchives account email address, you can access the files in your inbox when you log into LabArchives. The text in the email becomes a description for the attached files, which can be added to any page where you have write access.
Be careful: the LabArchives inbox will detect any email signature text and images. Make sure you have deleted any extraneous text and images (such as the University logo) in the email before you send it.