These FAQs are divided into the following sections for your convenience: The Basics, My Account, Privacy & Security, Sharing, Groups, PI & Admin Questions, Troubleshooting, Storage, RSpace Enterprise, and Miscellaneous. If you have a question you don’t see answered here, please get in touch through Intercom, or email us at email@example.com.
What is RSpace?
RSpace is a multi-faceted research tool. It is…
- An electronic lab notebook for researchers to capture and organize data
- Collaboration software for groups to organize and share data
- A management tool for PIs to observe and manage lab workflows
- A platform for institutions to capture, publish and archive data
What’s the difference between a notebook and a folder?
Folders in RSpace are just like folders on your computer, and they can have any depth and number of subfolders. Notebooks in RSpace are simplified folders that can only contain documents, not subfolders. Content can’t be moved into/out of notebooks, but notebooks can easily be shared. ‘Notebook view’ (accessible by clicking on the ‘Notebook’ icon in Workspace) facilitates easy navigation between sequential documents.
How can I edit and update linked files in RSpace documents?
To update a linked attachment:
- Firstly open the document containing the attachment in ‘Edit’ mode
- Then double-click on the link to the attachment to reveal the ‘Get Info’ button
- Click on the ‘Get Info’ button and then the ‘Replace’ button
- Select the file you wish to replace the currently linked file with.
How can I get my documents out of RSpace?
You can export your data in PDF, HTML or XML format.To export data, select the Documents, Notebooks and Folders you want to export, then click ‘Export’ in the toolbar that appears. For HTML and XML export , any attachments/images included in your data will be unaltered in the export.
What is the difference between RSpace Community and RSpace Enterprise?
RSpace Community is open to any type of user. Anyone can sign up for RSpace Community, and create groups with users in their lab, with other labs in their institution, and with labs in other institutions. It’s completely free for both individuals and groups, and data storage is also free.
RSpace Enterprise is designed for use at research institutions: universities, public research institutes and private companies. In addition to the core functionality present in RSpace Community, RSpace Enterprise provides additional institutional support:
- Single sign on integration
- Links to institutional and lab-based file stores
- Intregration with institutional repositories and archives
- Sysadmin control
- Multi-tiered admin, including the ability to create and administer Communities
RSpace Communities offer a flexible way to encompass multiple groups and labs. Communities can be based on an existing department, school, college, institute or other sub-institutional unit, and can also represent newly formed groupings.
I forgot my password, how can I reset it?
On the login page, click the ‘Forgot password’ link. We’ll send you an email with a link that will take you to the password reset process.
If you’ve forgotten your email as well, or entered an incorrect email address into your RSpace account, then please contact us or your RSpace administrator, who will be able to reset your email details.
How can I change my email and or password?
Go to your profile page (Login, then ‘MyRSpace’ tab then ‘My Profile’). There are links there to edit both of these properties.
Can I change my username?
No. Your username is unique to you and is the only piece of information that can’t be changed once your account is set up. Your username is used to track your revisions to work over time, and to log your work sessions. Being able to change your username would break this continuity. Having said that, if you accidentally create an account with a mis-spelt or erroneous username, the account can easily be deleted and a new one created with the correct username. Just ask your sysadmin ( or us if you’re using RSpace Community).
How do I know my work is secure?
RSpace takes your data security seriously. All RSpace products use HTTPS to encrypt network connections, and passwords are stored securely. Access to the Community server is only granted to a select number of authorized ResearchSpace employees. We work closely with RSpace Enterprise customers to ensure that RSpace interacts with institutional environments in a secure manner that suits their needs.
Who else can see my work?
How do I stop sharing a document with someone?
Under the MyRSpace tab, select the option Manage Shared Documents. Here you can see a complete listing of all the documents that you have shared with other people, with options to unshare each document.
How do I share my work with other people?
Simply select the documents or notebooks that you want to share using the check box on the left hand side, and click the ‘Share’ button. You can then choose to share with members of your lab group, other RSpace users, or both.
How do I share work with people who aren’t RSpace users?
There are currently three ways to share with external parties:
- Export the desired file to HTML or PDF, and send it your collaborators via email or other preferred file sharing method.
- Publish PDF documents within RSpace and share URL. To do this, select a file in the PDF section of the Gallery, and click ‘Publish’. This generates a secure public URL that you can share. Additional authentication is not necessary for RSpace Community users, but Enterprise customers may need to authenticate further if the RSpace server is behind a firewall.
- Export the desired file to any of the repositories supported by RSpace (Dataverse, Figshare etc) by selecting ‘Export’ and then the ‘Repository’ option
How can I create a group?
For RSpace Enterprise, a system admin or RSpace admin will set up your LabGroup. For RSpace Community, anyone can create a group by going to the MyRSpace tab and clicking ‘Create a Group’.
What’s the difference between a collaboration group and a lab group?
In a LabGroup, only your own PI can see your work by default. In a Collaboration Group, the other PI(s) can see work that you have explicitly shared with the group.
How do I invite new people to join a group?
If you are a PI or Lab Admin in the group, you can go to the Group page (from the MyRSpace tab, click on ‘My LabGroups’) and click on the ‘Invite’ button on the right. You will be prompted to enter the username or email address of the user you would like to invite. It is also possible to invite external non-RSpace users to join a group– they will be prompted to sign up prior to receiving the group invitation.
Can I belong to multiple groups?
Yes, you can belong to any number of Lab Groups or Collaboration groups.
If I’m in a collaboration group, can the other PI see my work?
No, in a collaboration group, only people you actively share with can see your work.
How can I remove myself from a group?
Contact the PI or group admin to request to be removed from a group. They can do this easily from the My LabGroup section of their MyRSpace page.
I’m a PI and I’d like to see documents that users in my lab have added recently, how do I do this?
Recent activity is viewable from the audit trail. Navigate to the My RSpace tab and click on’ Audit Trail’. From here you can search by date range, activity or user to see recent changes.
A shortcut is available in the Workspace: click the icon (‘View All’) to list documents recently modified by you or your group members. Click on ‘My LabGroup’ filter in Workspace to view the individual folders of the users in your lab.
How do I add a published form to my Create menu?
To add a form to the create menu, go to your MyRSpace page, and then to Manage Forms. Select your published form and then click on ‘Add to Menu’ from the toolbar that appears.
I just deleted a document by accident, how can I get it back?
RSpace never actually deletes data from the server (in compliance with 21CFR11). You can see deleted documents under the My RSpace tab by clicking on ‘View Deleted Documents’. Here you can view a list of deleted documents and restore them to your Workspace if desired.
I accidentally deleted some content, can I restore a previous revision?
It is possible to restore any previous version of a document in RSpace. To do this, go to the MyRSpace tab and then View Deleted Documents. Here you can browse and restore deleted items of content. To view revision history, select a single document in the Workspace View, and then ‘Revisions’ from the toolbar that appears.
Where can I find more Help?
Links to extensive written and video documentation are available in the top-level Help tab.
Where is my data stored?
Any content you create in a document or notebook is stored in the RSpace database. Files and images you upload to RSpace are stored unaltered on the RSpace server. At any time you can export some or all of your data to HTML, PDF or XML format to get all your data out of RSpace.
Can we integrate Box/Dropbox/GoogleDocs/OneDrive content into RSpace?
Yes. To do this, open any document in ‘edit’ mode, click to edit a text field, and in the editor menu you will see buttons for Box, Dropbox, GoogleDocs, OneDrive and eCAT. Click on these to navigate through your external files. If you don’t see these buttons, you’ll need to ask your RSpace administrator to enable these services. When you link to data in external files, the links will appear in your document.
How can I get more information about on-site installs of RSpace (Enterprise)?
Please contact us on firstname.lastname@example.org for all queries and interest regarding RSpace Enterprise. We look forward to hearing from you!
How can I automatically import images from my microscope server into RSpace?
RSpace Enterprise customers can configure RSpace to communicate with their internal file-servers, enabling links to be made to images on your microscope servers. RSpace Community users have the options to either directly upload, or import from a URl, depending on how their images are accessible.
Do you have an API?
Yes, as of version 1.41 RSpace has an API. Further development of the API is ongoing.
When is your scheduled downtime?
We do not expect any downtime other than when we’re releasing a new version, (approximately once every month). In the event of any unscheduled downtime, you will receive a notification that allows plenty of time for you to save your work and logout before the application is restarted.
Is RSpace 21CFR11 compliant?
For both regulated labs and unregulated labs, RSpace is a crucial part of you overall compliance, Good Lab Practice and patent protection strategy. 21CFR11 compliance has become the international “gold standard” for scientific data management and should be considered mandatory for any modern, efficient, paperless lab. The key elements of 21CFR11 that are supported by RSpace are as follows:
- Data is true and accurate record of your work.
- Ability to create accurate copies and human readable exports for inspection.
- Limited, secure, role-based access by authorized individuals only.
- Secure audit trail that records all user actions with computer generated timestamps.
- All changes are visible, older versions remain available for inspection.
- All records remain available in the system for the period of the study (i.e. permanently for most academic labs).
- Training in proper use of the system is available and completed by all users.
- Digital signatures can be used to lock documents and signatures cannot be separated from the data they safeguard.
- Proper password management procedures, system security and access / activity logging are all part of the system.
For the highest level of compliance, you lab procedures will need to be professionally validated in-situ by qualified specialists. ResearchSpace can assist you with every step of this process. For more information about 21CFR11 compliance see: http://www.fda.gov/ICECI/EnforcementActions/default.htm
What is the Lucene query syntax?
Lucene search is a means to perform powerful and complex queries in a single expression. For full details, see this link. To get this functionality in RSpace, prefix your query with the 2 characters ‘l:’ (a lowercase ‘L’ followed by a colon). E.g. ‘l: RNA AND protein’ searches only for strings that include both the terms RNA and protein.