Click on a question below to open its answer. If you have a question you don’t see answered here, please get in touch through Intercom ("Chat with us" option in the help menu), or email us at firstname.lastname@example.org.
You can use the question mark button on the bottom-right of an RSpace window to:
- browse help documentation articles and videos (the same content as https://researchspace.helpdocs.io/)
- search for specific articles using the searchbar at the bottom of the panel
- Chat with us to message us directly
- Check out the Getting Started article
- Watch an introductory video: 2 Minute RSpace Introduction and [Video] Introduction to RSpace
Community, Team and Enterprise Editions
What is the difference between RSpace Community, RSpace Team and RSpace Enterprise?
What are RSpace servers/instances?
These instances are unable to communicate with each other, so make sure you are logging onto the right instance to form groups and share documents!
How do I sign up to RSpace Community?
What is the difference between RSpace Community and Communities?
Communities offer a flexible way to encompass multiple groups and labs inside of an RSpace instance. Communities can be based on an existing group of labs, such as a department, school, college, institute or other sub-institutional unit. They are useful to help spread the admin load of the system administrator in large deployments, by enabling them to delegate their work to Community Admins.
I forgot my password, how can I reset it?
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?
Can I change my username?
However, if you accidentally create an account with a misspelt or erroneous username, the account can easily be deleted and a new one created with the correct username. Just ask your sysadmin (or contact us if you’re using RSpace Community).
Can I create an account using the same email address?
I signed up using Google, but cannot login using the standard RSpace login?
How do I create a document?
What’s the difference between a notebook and a folder?
Notebooks in RSpace are simplified folders that can only contain documents, not subfolders. You can share notebooks with other people, unlike folders. ‘Notebook view’ (accessible by clicking on the ‘Notebook’ icon in Workspace) facilitates easy navigation between sequential documents.
See Notebooks, Sharing Folder or Gallery Contents, Sharing Content.
Do you support chemical structure import and editing?
Can I add comments to documents?
Why does my text look double-spaced?
Pasting screenshots into a document is not working?
Icons in the document editor are not working?
How do I add a published form to my Create menu?
What is the Lucene query syntax?
What are the provisions for researchers or institutions to extract their data from the system if they decide to discontinue use?
See Export Options, Export Formats, and Exporting a LabGroup’s Work for more information.
Do you support regular automated exporting?
Or if you decide to terminate an account?
On RSpace Team and Enterprise, you control user management. We would never terminate an account; that is up to the institution. When a user account is deactivated the user can no longer access the system, but their data is retained. If you have a limited number of licenses, when an account has been deactivated another user can take that account, i.e. the licenses are reusable. In the case of a site license there is an unlimited number of accounts.
Researchers are likely to have large amounts of data stored locally that they do not wish to move but would like to access via RSpace. Is this a possibility?
RSpace Enterprise also supports linking to lab and institutional file stores where typically big data — e.g. sequencing data and images — is already stored in a structured format (see Configuring Institutional File Systems). RSpace can communicate with file stores using common protocols like CIFS, Samba and DFS, and has a UI which permits the creation of these links and then the ability to search the folder structure and select an item to which a link can be made in an RSpace document. Each user can access the external files to which they have permission.
How can I backup or export my documents from RSpace?
Can I migrate my work between different RSpace instances?
I just deleted a document by accident, how can I get it back?
I accidentally deleted some content, can I restore a previous revision?
How do I view previous versions of a document?
How can I automatically import images from my microscope server into RSpace?
How can I edit and update linked files in RSpace documents?
1. Firstly open the document containing the attachment in ‘Edit’ mode
2. Then double-click on the link to the attachment to reveal the ‘Get Info’ button
3. Click on the ‘Get Info’ button and then the ‘Replace’ button
4. Select the file you wish to replace the currently linked file with.
How can I create a group?
What’s the difference between a collaboration group and a lab group?
If I’m in a collaboration group, can the other PI see my work?
How do I invite new people to join a group?
How can I remove myself from a group?
Can I belong to multiple groups?
I’m a PI and I’d like to see documents that users in my lab have added recently, how do I do this?
How do I share my work with other people?
How do I share work with people who aren’t RSpace users?
1. Export the desired file to HTML or PDF, and send it your collaborators via email or other preferred file sharing method. See Export Options and Export Formats.
2. 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 or Team users, but Enterprise customers may need to authenticate further if the RSpace server is behind a firewall. See Publishing PDFs & .DOC exports.
3. Export the desired file to any of the repositories supported by RSpace (Dataverse, Figshare etc) by selecting ‘Export’ and then the ‘Repository’ option. See Dataverse Integration, Figshare Integration.
How do I delete or rename a folder inside a shared LabGroup folder?
How do I add Word/PDF/other files to a shared folder?
How do I stop sharing a document with someone?
Who else can see my work?
I can't see my share or messaging buttons.
Is Inventory available to me?
Please refer to RSpace Inventory Hub for more information.
How much does Inventory cost?
Is there a way to try out Inventory?
Please refer to RSpace Inventory Hub for more information, and to access the test instance.
What integrations are available in RSpace?
Can we integrate Box/Dropbox/GoogleDocs/OneDrive content into RSpace?
Note that in order to use these integrations, you must first enable them in the Apps panel (see Apps Introduction, or Introduction to configuring RSpace Apps for system administrators of Team and Enterprise servers).
An integration doesn't seem to be working!
If the integration is enabled but still does not work, then something's wrong, please contact us with details!
Privacy & Security
How do I know my work is secure?
Who else can see my work?
Is RSpace 21CFR11 compliant?
- 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. Research Space can assist you with every step of this process. For more information about 21CFR11 compliance see: http://www.fda.gov/ICECI/EnforcementActions/default.htm
Where is my data stored?
RSpace Enterprise customers choose whether RSpace is installed on premises, on a cloud they manage, or on a cloud we manage in a location of their choice. RSpace Team customers are deployed on a cloud we manage in a region of their choice. The data their users enter into RSpace is therefore stored in the country or region in which they are located. RSpace Community is deployed on an AWS server we manage in Ireland.
Are there storage limits?
Users of RSpace Community have access to unlimited storage space as well, but there is a 10MB limit on individual uploads.