Sharing data with colleagues

About this guide

This document is one of a series of HOW-TO guides for the Online Research Database Service (ORDS). It will tell you how to share databases hosted on ORDS with colleagues, and how to edit the rights given to them.

Pre-requisites

This HOW-TO assumes that you have already registered to use ORDS, and have created a project on the system (or have been given access to a project by another ORDS user). For instructions on how to do this, see the earlier guide in this series, Registering and creating a new project.

General tips about the ORDS registration interface

Within the ORDS registration interface there are some general things that you should note:

Back button: Your browser’s back button will not allow you to navigate around the registration interface. This is in contrast to the data interface where your browser’s back button will work.

Help text: wherever you see a field or piece of text underlined with a dotted line like this:

you can hover your mouse over the term and some help text will pop up.

System time out: if the system is inactive for more than a few minutes, it will time out, and you will need to log in again. To do this, return to the main ORDS home page ( http://daas-7.ords.ox.ac.uk/ ).

Introduction

One of the major advantages of using a cloud-based system such as ORDS is the ability to share datasets with colleagues. You may wish to set up a database that multiple people can edit and contribute to, or you may just wish to allow other people to view your data: ORDS makes both of these possible.

This HOW-TO covers the process of making your data accessible to other registered ORDS users. If you wish to make your data publicly available on the Web, please see the later HOW-TO, Publishing datasets online.

ORDS roles

ORDS users can have one of four roles on each project they belong to:

  • Project owner – this person is the primary administrative contact between ORDS and the project team, for matters such as billing, project duration, project size, and so forth. Only a single owner is permitted per project. The role is automatically acquired by the person who creates a project within ORDS, and cannot be transferred using the registration interface. If you need to change the owner of a project, please contact the ORDS help desk on xxxxx@xxxx.oucs.ox.ac.uk .

The project owner has the same permissions as a project administrator (see below), plus the ability to delete projects.

  • Administrator – able to edit project details, and to create, edit, and delete databases within a project. An administrator can also create public data views, and can add and remove users, but cannot affect any of the project owner’s attributes.
  • Contributor – able to create, edit, and delete databases.
  • Viewer – able to view data within all databases for their assigned project.

A summary of the permissions available to each role is given in the table below.

Project owner Administrator Contributor Viewer
Can remove a project Yes No No No
Can add/remove users for the project Yes Yes No No
Can edit users’ rights within a project Yes Yes No No
Can create/edit/delete databases Yes Yes Yes No
Can add/remove/edit data in databases Yes Yes Yes No
Can create/remove data interfaces Yes Yes Yes No
Can create public views Yes Yes No No
Can view project data Yes Yes Yes Yes

Note that roles are applied across all the databases in a given project: that is, if someone is (for example) an administrator on one database in a project, they will retain this role for any other databases that are created within that project. If you wish to assign different roles for different databases to one person, you will need to ensure the databases are contained within different projects.

Adding members to your project

Note: the information and instructions in this section substantially duplicate those given in the section on 'Adding users to your project' of the earlier HOW-TO in this series, Registering and creating a new project.

If you are the owner or administrator of an ORDS project, you can add new members to that project, and assign them one of the roles detailed in section ORDS roles above.

You will only be able to add someone to a project if that person is already a registered ORDS user. (The registration process is detailed in the HOW-TO Registering and creating a new project.) You will need to know his or her full name, and the email address used to register with ORDS.

To add a new project member, log in to ORDS, and go to the projects listing page by clicking the List Projects button.

If there is more than one project in the listing table locate the row containing the project to which you wish to add a user. Click the Add New Member button for that project. In this screenshot the button is indicated by a red oval:

This will pop up a form as below:

Fill in the name and email address details for the user you wish to add to your project. You will also need to select a role for that user using the drop down menu (see section ORDS roles above for details of the permissions associated with each role).

It is good practice to give users only the minimum privilege they require, so think carefully before granting administrator access to another user on your project.

Finally click the Add New Member button to complete the process.

You should now see a message indicating that your project has been successfully created:

Click the OK link to close the confirmation window.

The user will now appear on the projects listing page as being a member of your project.

When the user you have added next logs in to ORDS, the project will also appear in his or her project listing page, and he or she will be able to carry out whatever functions are permitted by the role you have assigned.

Changing a member’s role

If you are the owner or administrator of an ORDS project, you can change the role a user has within the project. Please note, though, that the project owner’s role cannot be changed from within the ORDS registration interface: if you need to transfer ownership of a project, please contact the ORDS help desk on xxxxx@xxxx.oucs.ox.ac.uk .

To change a user’s role, log in to ORDS and go to the projects listing page by clicking the List Projects button.

08 Project listing 3.gif

Find the appropriate project, and click the name of the user whose role you wish to modify. A pop-up window will appear:

08 Edit project member popup.gif

Use the Role pull-down menu to select the new role you wish the project member to have, then click Commit. You will be returned to the project listing screen, and the member’s new role will now appear besides his or her name.

08 Project listing 4.gif

Note: if you are a project administrator, you are able to change your own role to contributor or viewer. However, once you have done this, you will not be able to change it back again, as contributors and viewers do not have the appropriate permissions: if you need to have your project administrator status restored, you will need to ask the project owner or another administrator to do this for you.

Removing a member from a project

If you are the owner or administrator of an ORDS project, you can remove a user from the project. Please note, though, that the project owner cannot be removed from within the ORDS registration interface: if you need to transfer ownership of a project and remove the former owner, please contact the ORDS help desk on xxxxx@xxxx.oucs.ox.ac.uk .

To remove a user, log in to ORDS and go to the projects listing page by clicking the List Projects button. Find the appropriate project, and click the name of the user you wish to remove.

08 Project listing 3.gif

A pop-up window will appear:

08 Edit project member popup.gif

Click Remove project member. You will be returned to the project listing screen, and the member’s name will no longer be listed in the project details.

08 Project listing 1.gif

Note: if you are a project administrator, you are able to remove yourself from a project. However, once you have done this, you will not be able to reinstate yourself: if you wish to rejoin the project, you will need to ask the project owner or another administrator to add you as a member again.

If you are a contributor or a viewer for a project, you will not be able to remove yourself: instead, please contact the project owner or a project administrator and ask them to do this for you.

What next?

You may want to have a look at some of the later HOW-TOs in the series:

Creating customized data views

Publishing datasets online

You may also be interested in the whole list of HOW-TOs:
  1. Registering and creating a new project
  2. Preparing your data for ORDS
  3. Importing an existing database
  4. Creating a new database from scratch
  5. Creating and managing copies of your ORDS database
  6. Editing, filtering, and searching data using the ORDS
  7. Editing the structure of a database
  8. Sharing data with colleagues
  9. Creating customized data views
  10. Publishing datasets online
  11. Exporting data from the ORDS
  12. Using non-standard character sets
You can also find out more about the ORDS service by visiting the ORDS home page http://xxxxx.xxx.oucs.ox.ac.uk . If you have specific queries, you can contact the ORDS help desk by emailing xxxxxxxxxxxx@xxxxx.oucs.ox.ac.uk .