Organising Documents

RSpace is very flexible in terms of how you organise your work. You can organise documents into folders to any depth, just like on your computer. For collections of related documents or an ongoing sequential piece of work, you might consider creating  a Notebook and building your documents within it. Notebooks can contain all of the structural layout of independent documents in their entries, but it is easier to browse from page to page in a Notebook than to open and close separate documents.  Notebooks can be shared in their entirety  and can also be searched independently from the rest of your work.

How you organise your home folder is up to you – nobody else can alter this. The PI of any group you are a member of can see files in your home folder, but only you can arrange the files and create folder structures.

Conversely, the ‘Shared’ folder is not editable by you (nor can it be deleted). The shared folder contains documents that  other users or LabGroup members want you to see – for example, protocols, datasheets, SOPs, or any documents created and shared for collaborative editing. In the shared folder, documents are presented by the type of share that was created by the owner: Individual Share Items, for explicit one-to-one shares; LabGroups, for documents that were shared with a group which you are a member of; and Collaboration Groups – a combination of two other groups which creates its own sharing subset.

However your work is stored, it’s easily found through the Search feature.

Files such as images or PDFs, which you can use in or attach to your documents are not normally viewed in the Workspace (though they can sometimes appear in Workspace search results, such as searching for a file name). They are stored in a separate space in RSpace, called the Gallery, where they can be independently managed and organised. From your workspace, the main toolbar’s ‘View’ button allows changing the folder view from a tabular list to a tree view – you can do this simply if you prefer it as a browsing mechanism, but using tree view also incorporates the Gallery into the tree to show all of your files, folders and documents in one place.


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