This topic covers the details about how the Sample Manager and Biologics LIMS products handle actions across Folders.
When Folders are in use, the following summarizes the high-level behavior of actions for Samples and Sources (or other Data Classes), collectively referred to as "entities". A given user may have different permissions assigned in different folders, as well as at the application-level, i.e. in the Home folder.
Reading of entities: You can read the current folder's entities as well as the ones in the Home and other folders you have permissions to read.
Connecting entities with lineage relationships: Entities can have ancestor entities in the current folder and the Home, provided you have the necessary permission. Entities defined in the Home cannot have ancestors in a subfolder.
Creating entities: Entities are created by default in the folder the user is viewing at the time the action is initiated. Users with appropriate permissions can choose to create entities in other folders they have access to when using the grid to create them. Importing entities from file will create them in the folder where the import is initiated, unless the file includes a "Container" column (which can also be labelled "Folder").
Updating entities: An entity can be updated from the folders in which it was created. Users with appropriate permissions can also update entities across folders. The folder to which the entity is assigned is shown 'read only' when editing entities from multiple folders in a grid. Moving entities between folders should be done separately.
Deleting entities: An entity can be deleted from the folder in which it was created. Users with appropriate permissions can also delete entities defined in different folders.
Lookups: You can look "UP" but not down the folder hierarchy in lookup fields. In the Home folder you will see only values defined in the Home itself. In a child folder you will see values in both the current and Home folder.
When Folders are in use, these notes apply to how some cross-folder actions are handled:
When a user has access to a subset of folders, there can be situations where this user should be restricted from seeing data from other folders, including identifiers such as Sample IDs that might contain restricted details. In detail pages, listing pages, and grids, entities a user does not have access to will show "unavailable" in the display instead of a name or rowid.
As an example, if a notebook contains references to any data a user cannot access, they will not be able to access that notebook. It will not be included on the "All Notebooks" listing and if they happen to directly access it, such as through a saved URL, they will see only a banner message reading "You cannot view notebook [notebook title] because it contains references to data you don't have permission to view. The references may be in active or archived entries."
As another example, when a storage unit contains samples you cannot view, you'll see the space occupied by a lock icon and a hover message will explain "This location is occupied by a restricted sample."
In timelines, the names of entities the user does not have access to, such as the parent of an entity they can access, will be redacted from the timeline events.
When the user has the appropriate permissions, samples and sources can be added to a folder the user is not currently in by using the Folder dropdown to select the target folder.
With appropriate permissions, a user can edit Samples and Sources that belong to different folders in bulk or in a single grid. When Assay results or runs are editable, the same cross-folder editing behavior applies.
Note that users cannot edit the parents or sources for Samples from multiple folders.
If a user has access to multiple folders and accidentally adds something to the wrong folder, or later wants to change folder affiliation, they can use Edit > Move to Folder to move Samples, Sources, or Assay Runs between folders. Entities currently belonging to multiple folders can be selected at once to be moved to a new folder.
Sample, Source, and Assay Run moves require that the user must have update permissions in the current container and insert permission in the target container. If selected entities cannot be moved, the user will see a warning, but authorized moves will proceed.
Note that there are some situations in which data cannot be moved:
In the popup, select the folder to Move to from the dropdown. If the application has been configured to require a reason, you must enter a Reason for Moving, otherwise it is optional. Click Move.
The move is audited, tracked in the Timeline for the entity, and parentage and derivation lineage connections are maintained.
You can also move a single Sample, Source, or Assay Run from the details page via Manage > Move to Folder.
Notebooks can be moved from one folder to another provided the user starts in the folder where the notebook is defined and has insert permission in the target folder. One exception is that once a notebook has been approved, it can no longer be moved.
Click the for the current Folder setting in the header section of the notebook.
In the popup, select the folder to Move to from the dropdown, enter a Reason for Moving if required or desired, then click Move.
To share storage, create it in the Home folder, defining the properties and hierarchies as usual. It will then be visible in all subfolders.
Users with the "Storage Editor" role in any folder will then be able to use the freezer to store and manage samples. Access to sample details is always dependent upon permissions in the container where the sample is defined.
In shared storage where a user has permission to see data from all folders using it, the user will see data from all containers as if all the samples were local. When viewing a sample from another folder, you'll see a note "Actions restricted in the current folder" in the hovertext.
In shared storage where a user does not have permission to read data from other folders, storage views will show a spaces as occupied, but instead of revealing any data about the sample, will show a icon. This means the space is occupied by a "restricted sample".
The Legend will give more detail about symbols and colors in the grid.
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