Lesson 2 of 8
Now, that we’ve learned how to invite people to the team and manage their user permissions, it is time to learn how to manage data in SciNote.
This and the 3rd lesson will cover everything you need to know about the data structure and its overview in SciNote. However, in this specific lesson, we will focus on the main dashboard, and the first layer of the data structure – the projects.
Let’s dive in!
Overview dashboard is the first page you see when logging into SciNote. It provides a task-oriented view with the following sections: Current tasks, Calendar, Quick start, and Recent work. We will cover it very briefly in this chapter, and it will be explained in more detail later on.
The Current tasks section is the main constituent of the Overview. It provides you direct access to your data-entry points – Tasks (more on that later).
Next is the Calendar section, which is a visual representation of tasks’ due dates. The date that corresponds to a task’s due date is marked with a red dot.
The Quick start section enables you to create common SciNote items directly such as a new task, protocol and report, so you can start with your work immediately.
Last but not least, the Recent work section below enables you to view what have you been working on recently – Projects, Inventories, Protocol and Reports – and access it by clicking on the relevant item.
Don’t worry, this will all come into place in the following lessons.
Three-layered data structure
Here, we will briefly take a closer look at SciNote’s unique data structure and learn how to best organize your notes, files, and other data.
SciNote has a three-layered data structure which is a pre-set hierarchical data structure. You need to start by creating the first layer of projects, then you can set up the experiments and finish with the task layer.
The projects represent the main folders, the experiments resemble the sub-folders, and tasks are the points where you start entering your notes, files, tables, images, etc. Tasks can also be connected into workflows.
Defining these three layers enables you to structure your data in a more organized manner and manage it efficiently, long term. You will always know e.g. where your data is, who performed certain actions, when the tasks were completed, etc.
In addition, this data structure enables you to generate entire project reports for you in a matter of seconds (you will learn more about reports in one of the following lessons).
A project is the first structural layer of your research data. It can represent your actual work project (research project, clinical study, grant application, thesis), a process (drug discovery, drug development, protein production, quality control), a work force (department, laboratory, group of people, individual person) or anything else that comes to mind.
Projects can be personal or shared with other users who already have a SciNote account, which is achieved by setting a project’s visibility upon creating a new project.
This means that you can choose to share the project with the selected group of people (i.e. Project members) or with all team members.
To create a project, click on the blue button +New Project on the projects dashboard and write the project name in the space provided. If you want to create a personal project, of which you are the only member, you need to set its visibility to Project members only. In case of creating a shared project, you can set its visibility as Project members only or All team members.
Once you decide on the project’s name and visibility, click blue button Create.
If you want to share the project with your team members, you need to invite them to the project after you set it up. This functionality is available to the full extent to premium users and all free users who created the Free SciNote account before the release of 1.18.5 version on March 18th, 2020.
To do so, click on the Group avatar icon on the project card, which displays the list of project members, and then click on Manage users link. In the first field, you need to select a person from a drop-down list. (If you cannot find the person, it means that he/she is not your team member. To solve this, click on the Invite users link in the left lower corner of the pop-up window to invite them to your team.)
Afterward, select a project role for the newly invited person. In the second field, you can assign a person one of four different project roles: Owner, User, Technician, and Viewer.
The Owner has the highest authority on the project as they can manage people and data.
The User and Technician can manage data but not the people, with Technician having a bit more restrictions than User.
The Viewer, as the name suggests, can only view the data.
If you work with different people on various projects, you can also take advantage of the messaging feature. You can exchange messages with project members by clicking the Comments icon on the project card. To leave a message to a specific person, you can tag them by typing @ symbol in the comment field and selecting them from a list of people or simply type their name. Then write a message and click the paper plane symbol on the right side of the comment field.
- Log into your SciNote Free account or shared SciNote Premium site. that has a unique URL link (i.e. companyname.scinote.net).
- Create a project and name it (e.g. Mushroom inhibitors).
- Set the project’s visibility.
- Add a colleague and assign them a project role.
- Bonus: Leave a message to your colleague on the project.
Read the following articles:
- How do I set up user roles in SciNote?
- How do I create projects and add people to them?
- Can you explain SciNote’s structure in more detail?
- How can I use smart annotations (@ and #) in SciNote?
Watch the following video tutorials:
- How is Your Data in SciNote Organized
- How to Create and Manage Projects
- Layout Introduction
- Overview Dashboard Introduction