openBIS can be configured to be used by multiple groups, where every group only sees their own group Spaces.
This configuration needs to be done by a system admin, as described here.
In the example below we see two groups: G1 and G2. For each group, in the Inventory, there are a Materials, a Methods and a Publications Spaces with the group prefix. In the lab notebook, each group member has a personal Space where the name is the group prefix and the username of the user.
It is possible to configure the user management configuration file (sys admin) not to create user Spaces for a given group, in case one group prefers to organise their notebook by project, rather than by group members, as described here.
In a multi group instance users are automatically registered and the roles defined in the user management configuration file on the server are automatically assigned to them. There is a maintenance task that runs in the background at a frequency determined by the system admin. This can be once per day or several times per day. If there are new users, they will be added to openBIS when the maintenance task runs.
An instance admin can assign additional roles to users from the admin interface (User Registration). Default roles defined in the user management configuration file and automatically assigned cannot be removed, because they will be assigned again automatically by openBIS when the maintenance task runs.
We would recommend to assign SPACE_USER rights for the Inventory Spaces to every group user and SPACE_ADMIN rights for their own lab notebook. This can be specified in the user management configuration file by the system admin.
In the user management configuration file, one or more admins for each group can be designated. The group admin has by default SPACE_ADMIN rights to all the Spaces of their group. A group admin can customise the Group ELN Settings for the group.