ELN FAQs

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

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 email address

 

How do I apply for a KI ELN user account?

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

The signed application needs to be submitted via SelfService (create a case, choose subcategory ELN and upload the form).

 

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 via SelfService (create a case, choose subcategory ELN and upload the form).


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. The superuser of the old group has to remove the user that has left the group from the group projects by following the instructions on https://staff.ki.se/remove-a-user

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.

 

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 elnkoordinator@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 via SelfService (create a case, choose subcategory ELN and upload the form).

It is only the user him/herself that sees 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.

 

We collaborate with researchers from another research group at KI. Can we invite them to our projects?

Yes. First, the researchers need to be added to your ELN group (they of course can continue be members of their current ELN group as well). For this, the group leader needs to fill in one of the forms below:

The signed application needs to be submitted via SelfService (create a case, choose subcategory ELN and upload the form).

Once the researchers are added to your research group, the superuser can add them to existing or new projects.

 

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”. Under experiments you can upload information that is relevant for the project.

 Projects

  • Belong to the relevant research group.
  • Are 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 experiments can be added to the project.

Experiments

  • Are 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. For examples of information that can be uploaded under an “Experiment” see https://staff.ki.se/what-you-canshall-store-in-eln

 

Are subfolders available within projects?

No, but you can use Experiment types to group your experiments. See “Experiment types” on https://staff.ki.se/add-content.

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 since you can filter according to “Experiment type” when you click on “All experiments” under “All notebooks”.

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

ELN FAQ

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 you are working from home or other premises you can:

  • connect to via VPN (Virtual Private Network) and then log in to KI ELN (VPN is not available for KI students)
  • connect to Always_on_VPN and then log in to KI ELN (VPN is not available for KI students)
  • navigate to eln.ki.se and log in with your KI ID and password. Enter the Microsoft Authenticator code from your mobile. Reenter your credentials (KI ID and password) on the next screen. To setup multi-factor authentication via Microsoft Authenticator please see https://staff.ki.se/multi-factor-authentication

 

Why can’t I Iog in to KI ELN?

Step 1:

Are you sure you have a KI ELN account? ELN coordinator can check if you have an active account. If you do not have an account, your group leader needs to apply for an account for you, see https://staff.ki.se/access-to-ki-eln

Step 2

Make sure you type your KI ID and password correctly when trying to log in. If you have forgotten your password contact your IDAC administrator or Student IT at KIB.

Step 3

Are you connected to KI Staff network or to KI VPN or via 2factor authentication if outside KI? See “Networks” under https://staff.ki.se/technical-requirements

Step 4

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. ELNkoordinator can check if your account has been inactivated.If your account has been inactivated, it can be reactivated again. Create a case via SelfService (choose subcategory ELN).

Step 5

If you have an active account, are typing the correct password, fulfilling  the network requirements and still can not log in, there might be an issue with your password. Have you recently changed your KI password and included one of these special characters in your password: ? > ; @ These characters are not compatible with the ELN database and will prohibit you from logging in. You will have to change your password at https://account.ki.se/ and remove these special characters and try to log in again.

 

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, experiments cannot be deleted due to audit trail requirements.

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

 

I was making changes to a section (for example typing text at a body text section) and I would like to recover a previous version of the section. How can I do this?

ELN saves automatically new versions of every section all the time.

If you want to go back to a previous version:

  • open the experiment
  • click on the section of interest
  • click on the cogwheel
  • click on Section history
ELN FAQ
ELN FAQ

Click on the different time points to see the previously saved versions.

If you find a version that you want to revert to, select it, press “Revert section” and then “X” to go back.

How can I make sure that I do not lose any data when I work on ELN?

When you make a change (for example when you type text or upload a document) wait until the text “All changes saved” appears on the bottom of the screen.

As soon as you see this text, it is safe to close your browser.

ELN FAQ

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.

 How do I write searches?

Suzuki -motorcycle: Will generate hits on suzuki, but not motorcycle. Please note the space before “-“, but not after.

Abc-123: Will generate hits on abc-123. Before, no hits where found if ”-” was used like this.

”kalle and pelle”: Will generate hits on  ”kalle  and pelle”

kalle and pelle: Will generate hits on all experiments/documents where all the words kalle/pelle/and are included.

Avoid “kalle + pelle”, with a space after “+”, since this will only generate hits including also “+”. If the space before pelle is left out (kalle +pelle), the hits will then include both kalle and pelle. (“+” is actually unnecessary since AND is implicit between the keywords.) 

 

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 click on “Me as author” or “All experiments”?

Projects recently opened with no experiments saved in them yet will not yet appear in the project list under “Me as author” or “All Experiments”. As soon as you save a first experiment under the new project, you will be able to see the project under “Me as author” and as soon as one of your co-workers saves a first experiment under the project you will be able to see it under “All experiments”.

If your co-workers have saved experiments under a project but you can not see the project under “All experiments” this means that you have not been given access to the project and this can be  fixes by the superuser by adding you to the project by following the instructions on https://staff.ki.se/give-project-access-to-a-user

 

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

 Step 1

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

ELN FAQ

Step 2

If you still cannot see the project, make sure your superuser has given you access to the project in ElnAdminWeb.

Ask your superuser to open the project in ELNAdminWeb and

  • Click on “Members_users” and select your name
  • Click on “Add”.
  • Select your name again
  • Select the privileges that you should have (you need the “Add” permission to use the project) and click on “Update permission”.
ELN FAQ

Step 3

If the superuser has added you to the project but you still cannot see it, the superuser needs to verify that your permissions have been properly saved.

The superuser should open the project in ELNAdminWeb and

  • Select your name
  • Verify that you have the privileges to use the project (you need the “Add” permission to use the project.
  • If your permission boxes are not ticked, the superuser should tick them and press the “Update permission” button to save the changes.
  • Sometimes, the permissions are not saved even though the superuser had pressed the “Update permission” button.
  • Once the superuser has completed the procedure above, he/she should log out from ELNAdminWeb, log back in again, open the project again, click on your name and verify that the boxes with your permissions are ticked.
  • If they are not, he/she should tick them again and press the “Update permission” button again. Then he/she can go back once again to verify that the changes have been saved.

Step 4

If you click on “All” when trying to select a project and the superuser can verify that your permissions for the project have been properly saved but you still do not see the project, please contact elnkoordinator@ki.se.

 

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 description is copied from Word or Excel, carrying formatting.

In that case, ask the superuser to type the project description straight into the description box in ElnAdminWeb.

In both cases, the superuser must press the “Save” button after updating the project description.

ELN FAQ

Why can't I upload Word/Excel/Powerpoint 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:

If you have installed the connector but there are still problems uploading Office documents, check if the connection to the connector has been lost.

Click on “User profile”

ELN FAQ

Then click on desktop connector and press “Connect this browser”

ELN FAQ
ELN FAQ

If there are still problems, restart the connector on your PC or Mac

ELN FAQ

Why can't I paste text in ELN?

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

To do so, follow the instructions:

If you have installed the connector but there are still problems pasting, check if the connection to the connector has been lost.

Click on “User profile”

ELN FAQ

Then click on desktop connector and press “Connect this browser”

ELN FAQ
ELN FAQ

If there are still problems, restart the connector on your PC or Mac

ELN FAQ

If you have a Mac and copy/paste still does not work, you might need to restart the pbard:

  1. Quit out of the Mac app(s) where copy/paste are not working as expected
  2. Open “Activity Monitor” application, it is found within the /Applications/Utilities/ folder or you can hit Command+Spacebar and type Activity Monitor to launch it via Spotlight

In the Search box of Activity Monitor, type “pboard”

ELN FAQ

Click on the ‘pboard’ process and then click the (X) in the Activity Monitor tool bar, then click on “Force Quit” button

ELN FAQ

Exit Activity Monitor

Open a the Web browswer and login to ELN again and try using Copy Paste.

If the commands are still not working, next try using the “Edit” menu approach of manually selecting Copy and Paste. If that approach works, it suggests something is going on with the keyboard rather than the clipboard. Sometimes that can mean Mouse Keys is enabled, or that some other app is conflicting with the standard keyboard shortcuts.

If for whatever reason copy and paste is still not working after this trick, go ahead and restart the Mac by going too the Apple menu and choosing Restart. Restarting the Mac can often resolve issues like this, including some issues where Universal Clipboard may suddenly stop responding as expected, but obviously if you can remedy the problem without rebooting the Mac then that is preferable to most users.

 

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 (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.

 

Is it possible to work with the same template at different time points?

You can continue to work on the same template at different time points. Just open the template in question, make changes/additions and then wait until the text “All changes saved” appears on the bottom of the screen. You can re-open the template at a later stage and continue working with it.

ELN FAQ

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:

  • contributor can only add, delete and change the sections that they themselves have added.
  • 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.

See “Collaborators” at https://staff.ki.se/experiment-tools

If you can’t find the name of the co-worker that you want to add as a contributor or co-editor, try to select “All” instead of “Recent”

ELN FAQ

If the name is still not there, then the co-worker is not part of the project where you have saved the experiment. The superuser needs to add him/her to the project by following the instructions on https://staff.ki.se/give-project-access-to-a-user

 

Can I edit an experiment that has been submitted?

When submitting an experiment all of all 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.

ELN FAQ

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.

ELN FAQ

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.

ELN FAQ

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.

 

A user has left our group. Can another user submit or edit his/her experiments?

If necessary, this can be fixed. Please contact elnkoordinator@ki.se

 

How is a superuser added or removed?

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

The signed application needs to be submitted to IT via SelfService (create a case, choose subcategory ELN and upload the form).

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 forms below making sure that email addresses are spelled correctly.

The signed application needs to be submitted to IT via SelfService (create a case, choose subcategory ELN and upload the form). 

 

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. See https://staff.ki.se/close-a-project for instructions on how to close a project,

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

 

I created a project for a user but he/she can't see it when trying to save an experiment

Make sure that the user selects “All” instead of “Recent” when he/she clicks on “Project”.

ELN FAQ

If he/still still cannot see the project, open the project in ELNAdminWeb and

  • Select the user’s name
  • Verify that he/she has the privileges to use the project (he/she needs the “Add” permission to use the project).

If the permission boxes are not ticked, tick them and press the “Update permission” button to save the changes.

ELN FAQ

Sometimes, the permissions are not saved even though you had pressed the “Update permission” button.

Once you have completed the procedure above, you should log out from ELNAdminWeb, log back in again, open the project again, click on the user’s name and verify that the boxes with the permissions are ticked.

If they are not, tick them again and press the “Update permission” button again. Then go back once again to verify that the changes have been saved.

If the user clicks on “All” when trying to select a project and if you as a superuser can verify that the permissions for the project have been properly saved (the boxes are ticked) but the user still does not see the project, please contact elnkoordinator@ki.se.