ELN FAQs

Here you can find answers to the most frequently asked questions about KI ELN

General FAQs

 

Who can get access to KI ELN?

KI ELN can be used for research documentation by:

  • KI employees with KI ID
  • KI-affiliated researchers with KI ID
  • KI students with KI Student ID email address

If you do not have a KI ID, please contact the IDAC administrator at your department.

 

How do I apply for a KI ELN user account?

The research group leader needs to fill out and sign one of the application froms below making sure that email addresses are spelled correctly.

The signed application needs to be submitted to elnsupport@ki.se.

 

Can students access KI ELN?

Yes, as long as they have a student KI email address.

The research group leader needs to fill out and sign the Student application form making sure that email addresses are spelled correctly and that an end date is specified.

The signed application needs to be submitted to elnsupport@ki.se.

 

What happens if a KI ELN user changes research group?

If a user changes group, he/she will always see the experiments that he/she created within projects of the old group, but he/she will not be able to see other experiments within the projects of the old group that other users have created.

Viewing other experiments from other users will only be available for the projects at the current group to which a user belongs.

The current members of a research group can access the experiments of a user that has left the group as long he/she has saved his/her experiments under a project that they have access to.

 

What happens if the research group changes department?

If the research group changes department this has to be reported to elnkoordinator@ki.se.

The name of the research group will still be that of the previous department, but within the system it will be noted that the group now belongs to another department.

This way the group won’t lose any information and the group will be counted under the new department.

 

What happens if a group member leaves KI?

If you leave KI, you will no longer have your KI ID, meaning that you lose the access to KI ELN.

All that data stored at KI ELN belong to KI and will stay at KI.

You can ask for permission from the head of the department to copy and bring data with you, but only as copies.

The current members of the research group, that the user that left KI belonged to, can still access his/her experiments of as long he/she has saved them under a project that they have access to.

 

What happens if the group leader leaves KI?

If a group leader leaves KI, the ELN research group account should either be closed or transferred to another group leader.

This should be discussed with the head of the department and the decision should be reported to elnsupport@ki.se.

 

Can a researcher belong to more than one KI ELN group?

Yes, a researcher can be a member of more than one KI ELN groups (e.g. in collaborations).

It is the group leader in each research group that approves all members.

To add a member to the group, the group leader needs to fill in one of the forms below:

The signed application needs to be submitted to elnsupport@ki.se.

It is only the user themselves that see projects (that they have access to) from the different groups and there is no other link between the groups that an the individual belongs to.

 

What is the difference between projects and experiments?

KI ELN is used like a paper notebook where every Project has its own “folder” that is filled with different “Experiments”.

 Projects

  • Belong to the relevant research group.
  • Created by the superusers in the admin tool for superusers.
  • Cannot be deleted.
  • Cannot be renamed (be careful of the spelling).
  • Descriptions can be edited.
  • Can be closed, meaning that no new data can be added to the project.

Experiments

  • Created by the users themselves.
  • Can be associated with one or more projects.
  • Can contain actual laboratory experiments, ethical permissions, patient data, meeting notes etc

 

Are subfolders available within projects?

No, but you can use Experiment types to group your experiments.

You can choose an experiment type for your experiment, from the types that have be defined by the superuser in the ElnAdminWeb.

Assigning types to experiments is a way to organize the experiments and make it easier to search for specific experiments and protocols.

If you cannot see the experiment type in the list, click “All” to see all available experiment types.

KI ELN User FAQs

 

Is my data safe in KI ELN?

Data is stored automatically and the system is backed up every hour and again every 24 hours.

The data is stored on two different servers in Stockholm to ensure redundancy and security.

Traffic between clients and application is encrypted.

The information is protected by both local firewalls on servers and central firewalls.

Risk assessment for KI ELN is performed often by an external partner.

 

Can I access KI ELN from home?

KI ELN is available via KI's internal networks ki.se and KI Staff.

If your computer is outside of KI's network you need to login via VPN (Virtual Private Network) or Always_on_VPN to access KI ELN.

VPN is not available for KI students. Students can use KI ELN when connected via ki.se.

A two-factor authentication solution will soon be implemented for students.

 

Why can’t I Iog in to KI ELN?

Are you sure you have a KI ELN account? ELN coordinator can check if you have an active account.

Are you connected to KI Staff network or to KI VPN if outside KI?

Have you not logged in to KI ELN for more than 1.5 year and tried to log in without success? KI ELN accounts of users that have not logged into KI ELN for more than 1.5 years are closed.

To re-open your KI ELN account your research group leader needs to email elnsupport@ki.se

 

Can I use KI ELN on my tablet/ipad?

You can, but with limited functionality.

At the moment it works to:

  • Use the Body text, PDF, Date, Errata, Project and related experiments sections
  • Use the image section to upload a picture taken by the tablet
  • Use the file attachment section to upload films/pictures
  • Clone experiments, create templates, view as PDF, view the audit trail, add contributors

 

What should I store in KI ELN?

Please see https://staff.ki.se/what-you-canshall-store-in-eln.

 

Can I store personal data in KI ELN?

Thanks to the traceability through the audit log and the access limitations that can be set, you can store personal data in KI ELN. 

KI ELN is authorized by the IT department for storage of personal data. See https://staff.ki.se/store-and-share-files.

It is recommended that you keep coded data in KI ELN and the code-key (sv. kodnyckeln) elsewhere, outside KI ELN or under another project within KI ELN.

Remember to set the rights to the projects containing personal data so that only the group members involved in the project can access the data.

 

How big can an experiment be?

There is no limitation in the size of an experiment.

However, it is easier to overview the content of each experiment if the experiment is not too long and longer experiments will take more time to load.

If it is necessary to keep longer experiments, plan ahead to see how the experiments can be structured to enable easy access and traceability.

Remember that the sections can be moved up and down within an experiment. In a longer experiment the most important sections can be moved to the top before submitting.

 

What should I do with files that are too big to be uploaded to KI ELN?

Since there is a size limitation to each file that can be uploaded to KI ELN (50 MB), larger data files cannot be stored in KI ELN.

One way to deal with this issue is to store the larger data on a secure department server or other approved storage platform and then list the storage location in KI ELN.

That way all data belonging to one project can be traced from KI ELN.

 

Can I delete an experiment?

No, experiment cannot be deleted due to audit trail requirements.

An experiment that was created by mistake can be saved under a “test” or “trash” project.

 

How can I share an experiment with a researcher that does not have access to KI ELN?

You can export the experiment as zip. All attachments will be exported.

For instructions, see https://staff.ki.se/new-in-version-2020-export-experiments-as-zip.

 

Where do I find experiments that my co-workers have created?

Under “All notebooks” and “All experiments” you can find experiments created by your co-workers as long as they are saved under a project that you have access to.

You can filter the experiments according to the project by selecting a project from the project list.

Projects recently opened with no experiments saved in them yet will not yet appear in the project list under “All Experiments”.

 

Why can’t I see a project when I try to save an experiment?

Make sure you select “All” instead of “Recent” when you click on “Project”.

If you still cannot see the project, make sure your superuser has given you access to the project in ElnAdminWeb and the permission to “Add”.

 

Why am I getting Error message “Saving projects Failed. Reason:400” when I try to save an experiment under a project?

There might be a row break in the project description in ElnAdminWeb.

Ask the superuser to remove the row break and the problem should be fixed.

Alternatively, the project title is copied from Word or Excel, carrying formatting.

In that case, write the project name straight into the title box in ElnAdminWeb.

 

Why can’t I paste text or upload Word/Excel documents?

You need to download, install and connect the Biovia desktop connector to your browser for this to work.

To do so, follow the instructions:

Why am I getting the error message "You have selected more than 300 rows, this will result in a large number of cells being imported to ELN" when I try to upload an Excel document?

A large amount of cells is selected in one of the tabs of your Excel document. Go through all tabs and make sure than only one cell  (or a limited amount of cells) is selected in every tab.

 

Why am I getting the error message "Permission denied, SQL-20100 Error" when I try to create an experiment or save a template?

Make sure that the public templates that you have access to are saved under a project.

You can reach them by clicking on "Public tempates" under "All notebooks".

If they are not saved under a project, an error is generated within the ELN SQL database.

If the public templates you have access to  are saved under a project and you still get an SQL-20100 error please contact elnkoordinator@ki.se

 

Why is the public template I created not visible to my co-workers?

If you want the public template you created to be visible to others, remember to associate the template to a project, otherwise you (the creator) will be the only one to see the template anyway.

 

Why can’t I edit my co-worker’s experiment?

Only the author of the experiment can edit it. Everyone else with access to the project under which the experiment has been saved can only view the experiment.

If you are working with a colleague on the experiment, he/she can invite you as a collaborator.

There are two types of collaborators:

  • A contributor can only add, delete and change the sections that they themselves have added.
  • A co-editor can also add, delete and change the sections that they themselves have added, but also add, delete and change in the sections added by the author.

By clicking on the boxes under the Contributors / Co-editors a Contributor / Co- Editor can be chosen from the users that have access to the project.

 

Can I edit an experiment that has been submitted?

When submitting an experiment all ofall its sections get locked. You cannot edit/delete the locked sections after submission.

However, you can always add new sections to an experiment that has been submitted (and whose all previous sections are thus locked).

 

Why can’t I find the co-signer I am looking for?

Click on ”All” instead of ”Recent” in the list of co-signers.

If you still do not see the co-signer you are looking for, ask the superuser to make sure that this person has been given the right to ”counter-sign” for the project under which the experiment has been saved.

 

How do I view attached files while co-signing?

As soon as an experiment has been submitted it can be viewed in two ways:

  • The submission view where the submission process can be followed
  • The experiment view where all the attachments can be accessed

When you are a co-signer, you can easily access all the attachments and review the experiment in detail by going to the experiment view, by clicking on the “Go to experiment” button in the upper left corner.

When you have reviewed the files, you can press the “Go to submission” button in the upper right corner to get back to the submission view and approve/reject the experiment.

 

I will leave the research group. What should I do  in my ELN notebook?

Make sure that you save all your experiments under a project.

Make sure you submit all your experiments.

KI ELN Superuser FAQs

 

How is a superuser added or removed?

The research group leader needs to fill out and sign one of the application froms below making sure that email addresses are spelled correctly. 

The signed application needs to be submitted to elnsupport@ki.se.

The current superuser needs to transfer admin rights to all applicable projects to the new superuser.

The current superuser needs to inform the new superuser about the group routines, e.g. principles for naming projects.

When a new person assumes the superuser role it is important that the previous and the new superuser overlap in time.

 

What is the procedure for removing a KI ELN user?

Make sure that the user has related all his/her experiments to one or more projects and submitted all of the experiments.

The superuser of the group needs to log in to ElnAdminWeb and remove the user from the projects.

The research group leader needs to fill out and sign one of the application froms below making sure that email addresses are spelled correctly.

The signed application needs to be submitted to elnsupport@ki.se.

 

Can I delete a project ?

No, projects cannot be deleted due to audit trail requirements.

A project no longer needed can be closed in ELNAdminWeb.

After it has been closed it will not appear any more in the list of closable projects within ELN.

 

Why are some of the projects on the project list within ELNAdminWeb red and not clickable?

These projects are projects that you have access to as a user but that you do not have permission to administrate as a superuser. They have been created and are administrated by another superuser.

If you want to be able to administrate these projects as a superuser you should ask the superuser that has created them to give you the “Administrate” permission for them.

If the superuser has already left the group/KI, please contact elnkoordinator@ki.se.

 

What do the different signature options for projects in ELNAdminWeb mean?

  • To countersign means that the submitted experiment must be reviewed by a co-signer before being locked.
  • To sign means that the user can lock the experiment by writing his/her KI password
  • No signature means that the user can lock the experiment directly by pressing the Submission button and without writing his/her KI password.

 

I am a superuser but will now stop working at the group. What should I do?

It is very important when a superuser leaves the group that he/she:

  • logs in to ELNAdminWeb
  • clicks on “Projects” and selects a project he/she administrates
  • clicks on “Members_users” and selects the name of the new superuser
  • clicks the “Administrate” box
  • clicks on “Update permission”
  • repeats the above procedure for all projects he/she administrates