Private Groups allow easier collaboration in a secure and controlled space. Once the institutional admin creates the group, he or she can add group admins, and both the institutional admin and the group admins can then add group members.
Only people included in the group have access to the private group. Members are invited to a Private Group via the admin panel (or via email if they are not yet a Code Ocean user) and when invited, can share capsules between members and see the titles of all capsules included within the Private Group.
Administrators of Private Groups can view all capsules, manage membership, and duplicate capsules shared within the group at any time (as well as automatically when a member leaves the group.)
Capsules shared within a Private Group can now be visible to an explicit, secure group of people as opposed to being either completely private (only the owner has access) or completely public once published. It allows a group admin to easily see all work being done within his or her working group and share relevant projects with team members in a single space. In addition, the group itself gets a permanent copy of the capsule even if the capsule’s owner leaves the group.
Private Groups allow shared access and ownership of capsules within a lab or other research group contexts so that if a researcher leaves the group, the capsule is still accessible to the group members. It addresses the needs of three stakeholders:
Private Groups is included in our Team and Institutional plans. Researchers in the free plan can still invite collaborators to individual capsules but cannot join and work within Private Groups.
The Private Group can be accessed by three different categories of people: the institutional admin, group admins, and group members. The goal is to create a private, secure, and controlled, space where researchers and lab members are able to collaborate.
Only the institutional admin has the ability to create or delete a group. After which, he or she can assign group admins, and both the institution and group admins can invite group members.
Anyone who is chosen by the institutional admin or the group admin can become a group admin themselves.
Both group and institutional admins can invite users to groups. In the group, click on ‘+ Add User’ and a new row will be added to the users table. In the ‘Name’ field, enter the new group member’s email address to send an invitation. Then allocate resources to the new group member, and submit.
If the user has already registered with Code Ocean, their name will appear instead of their email address, and group options will be open to them. If the user is not registered, an invitation email will be sent, with a registration link.
As before, all capsules start as private (owner only). The owner can then decide to share the capsule with the group, which will add it to the group’s list of capsules, but group members cannot access the content only see that it exists and its title. Admins can view the capsule. For more granular involvement by other users, they must be added as collaborator to the capsule. Only when the capsule is published is it visible to all group members, and to the general public.
When a group admin removes a group member, the group admin becomes the owner of the leaving member’s capsule copy. If there are multiple group admins, the capsule ownership will default to the one who removed the user. In the rare case that a group admin does not exist, no copy will be generated of the leaving member’s capsules.
The Institutional admin has the ability to create or delete a group, and to assign group admin status. In addition, the institutional admin can allocate resources such as compute hours, storage and invite other users to a group. Both institutional and group admins can allocate resources to specific users once the group admin is set up. Another important thing to keep in mind is that while the group admin is considered a user, the institutional admin is not. This is so the institutional admin does not take up a seat or resources, but also cannot share capsules with the group.
Both the institutional admin and the group admin can allocate resources to group members.
Capsule ownership structure has remained the same: a single user owns each capsule. That single owner has the exclusive ability to publish said capsule.
While technically a group admin is not a requirement, we highly encourage it. Anyone other than an institutional admin can be set as a group admin. Since admins do take up a seat in the group, it is recommended to use someone within the group.
Yes, while a group can only have one institutional admin, it can have multiple group admins.
Yes, a Private Group can include members from different institutions. Though members can’t belong to multiple groups, anyone may be invited to collaborate on specific capsules in a Private Group, regardless of institution affiliation. It is important to note that a group member can only belong to one group.
Private Groups can include members from any institution or lab. Determining who is included in a Private Group is the responsibility of the admins, and we do not place any restrictions on who can be included.
No, users can only be a member of one group at a time.
If a researcher has a capsule before joining a lab, those capsules remain in the researcher's catalog of capsules and can move them to a group as desired.
Compute quotas will remain per-individual group member and are not per-group or per-capsule. The quota is allocated by either the institutional admin or the group admin. Additional quota and storage can be shared above and beyond the individual allocations if they have been procured via the institutional admin or from Code Ocean.
We assume that the PI wants the leaving member’s capsules, and that’s why they are copied to the group upon exit. And so, the PI becomes the owner of the capsule, and they are free to delete them if they so choose. The copied capsule will only use up storage, and not monthly compute quota (unless run).
Similar to Code Ocean before private groups were introduced, if a user generates enough results to exceed her quota, we let them finish the run, but then their account goes into read-only mode.
If an external collaborator runs the capsule belonging to a group they use their own private quota, as quotas are allocated on a per-user basis.
Yes, the capsule owner can invite any collaborator via email to a group capsule. This collaborator doesn’t have to be a group member to join a group capsule. In this case, the capsule appears in their “My Capsules” page instead of on the group page.