It is now possible to grant permissions in the inventory, storage, and equipment modules.
Permissions Overview
In the inventory, storage, and equipment there are five levels of permissions:
- 'No access' prevents the user from seeing any page that is related to the module he has no access.
- 'View' permission: allows the user to view all pages in the module he has access to. In addition, the user will have the ability to perform actions that are related to day-to-day activities in the lab such as: creating/editing stocks, boxes, and plates, performing maintenance events, and exporting information (actions are depending on the modules the user has permission to).
- 'Edit' permissions: are for a user who should be able to generate high-level information that is related to the setup of each module, for example, creating/editing items, equipment, and storage locations.
- 'Delete' permission: is similar to the 'Edit' permission but with the added ability to delete entities in the module the user has access to.
- 'Admin' is the highest permission level which grants the user customization abilities such as customizing collections, stocks, label templates, maintenance types, and maintenance templates.
Privileges by permission
Inventory and Storage
| Privileges | No Access | View | Edit | Delete | Admin |
|---|---|---|---|---|---|
| View all collections index and show pages (including companies) | ✗ | ✓ | ✓ | ✓ | ✓ |
| Use the filtering and sorting features in a collection index page | ✗ | ✓ | ✓ | ✓ | ✓ |
| Print labels for stocks, boxes, plates and storage locations | ✗ | ✓ | ✓ | ✓ | ✓ |
| Export collection's information | ✗ | ✓ | ✓ | ✓ | ✓ |
| Create and edit stocks, boxes and plates | ✗ | ✓ | ✓ | ✓ | ✓ |
| Upload attachments to stocks, boxes and plates | ✗ | ✓ | ✓ | ✓ | ✓ |
| Add tags, comments and links to stocks | ✗ | ✓ | ✓ | ✓ | ✓ |
| Add tags and links to boxes | ✗ | ✓ | ✓ | ✓ | ✓ |
| Add tags to plates | ✗ | ✓ | ✓ | ✓ | ✓ |
| Create and edit items and storage locations | ✗ | ✗ | ✓ | ✓ | ✓ |
| Upload attachments to an item's show page and add tags | ✗ | ✗ | ✓ | ✓ | ✓ |
| Add tags, comments and links to items | ✗ | ✗ | ✓ | ✓ | ✓ |
| Create tasks to items | ✗ | ✗ | ✓ | ✓ | ✓ |
| Set low stock alerts | ✗ | ✗ | ✓ | ✓ | ✓ |
| Manage vendors (create and edit companies) | ✗ | ✗ | ✓ | ✓ | ✓ |
| Delete items, consumed stocks, boxes, plates and storage locations | ✗ | ✗ | ✗ | ✓ | ✓ |
| Create and edit label templates for stocks, boxes, storage locations and plates | ✗ | ✗ | ✗ | ✗ | ✓ |
| Customize inventory menu and collections | ✗ | ✗ | ✗ | ✗ | ✓ |
Equipment
| Privileges | No Access | View | Edit | Delete | Admin |
|---|---|---|---|---|---|
| View equipment related pages | ✗ | ✓ | ✓ | ✓ | ✓ |
| Customize, filter and sort index pages | ✗ | ✓ | ✓ | ✓ | ✓ |
| Print labels for equipment | ✗ | ✓ | ✓ | ✓ | ✓ |
| Export equipment | ✗ | ✓ | ✓ | ✓ | ✓ |
| Download attachments | ✗ | ✓ | ✓ | ✓ | ✓ |
| Add links, tags and comments in the equipment show page | ✗ | ✓ | ✓ | ✓ | ✓ |
| Create events in equipment calendar | ✗ | ✓ | ✓ | ✓ | ✓ |
| Perform maintenance events | ✗ | ✓ | ✓ | ✓ | ✓ |
| Create and edit equipment | ✗ | ✗ | ✓ | ✓ | ✓ |
| Upload attachments to an equipment show page | ✗ | ✗ | ✓ | ✓ | ✓ |
| Archive equipment | ✗ | ✗ | ✓ | ✓ | ✓ |
| Share equipment to departmental account | ✗ | ✗ | ✓ | ✓ | ✓ |
| Delete equipment and maintenance events | ✗ | ✗ | ✗ | ✓ | ✓ |
| Create and Edit maintenance types and templates | ✗ | ✗ | ✗ | ✗ | ✓ |
Collection Visibility Permissions
In addition to the module-level permissions above, admins can restrict individual collections to specific members or teams. A member needs both the appropriate module-level permission and access to the collection in order to see and interact with it.
→ See Permissions Per Collection
Role suggestions
| Role | Recommended permission | Key capabilities |
|---|---|---|
| System Admin | Admin (all modules) | Full access to settings and role management. Recommended to have at least one Admin per team. Account owner is the highest permission level and additionally controls project/repository sharing and support access. |
| Lab Manager | Admin (inventory) | Create, edit, and delete items; full collection customization. |
| Equipment Manager | Admin (equipment) | Create, edit, and delete equipment; manage maintenance types, templates, and calibrations. |
| Project Manager | Edit or Delete (all modules) | Create and edit items, equipment, and storage locations. Delete permission adds the ability to remove entities. |
| Scientist / Analyst | View (all modules) | Day-to-day activities: create/edit stocks, plates, and boxes; shopping list; print labels; maintenance events; export. |
| Read-only | View (inventory & equipment) | ELN pages are visible but no actions can be performed. |
💡 Guru Tips:
- A user can have different permission levels for each module (e.g. Admin in inventory but no access in equipment).
- Shopping list permissions ("Can approve orders") remain unchanged.
- ELN permissions ("Can witness") remain unchanged.
- Inventory permissions affect the ability to use sample/plate/reaction elements in ELN pages:
- No permissions — view only; cannot create or edit existing elements.
- View — create sample and plate elements; not inventory items or compound/reaction elements.
- Edit / Delete / Admin — full use and editing of all elements.
- Users with Edit permissions cannot delete their own items.
- There is no need to assign a member as general admin just to allow collection, label, or maintenance customization — grant permissions for the specific module instead.
Click here for a more detailed article on the new inventory, storage, and equipment permissions
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