Access to KI ELN

Start a new ELN group

If the research group does not already exist in KI ELN, the new group is created in connection with applying for a KI ELN user account (see below).

Research group leaders set up KI ELN groups and apply for KI ELN accounts for all group members.

A research group in KI ELN could be equal to an organizational research group at a department, but it can also be made up of more than one research group that are involved in many, often on a daily basis, collaborations.

The members of the research group are decided by the research group leader, who also needs to sign the KI ELN account application.

The research groups in KI ELN are named according this format "department + the research group leader's surname", for example MEB_Björkdahl.

Apply for a KI ELN User Account

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

You need to right-click on the forms, select "Save link as", save them directly to your computer and then open them from there with Adobe Acrobat.

The signed application needs to be submitted toselfservice@ki.se or to IT via SelfService (create a case, choose category Research Tools, subcategory ELN and upload the form). The normal administration time is 4 working days.

Apply for a student KI ELN User Account

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.

Students are granted time-limited accounts for the time they work on a project in the research group. 

An end date must be specified on the application, otherwise the student ELN account will be valid for 6 months.

The signed application needs to be submitted to selfservice@ki.se or to IT via SelfService (create a case, choose category Research Tools, subcategory ELN and upload the form). The normal administration time is 4 working days.

Remove 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 remove the user from the projects.

The research group leader needs then to fill out (write the email address and/or KI ID of the person(s) that should be removed and select the "Remove user" option) and sign one of the application form versions below making sure that email addresses are spelled correctly.

You need to right-click on the forms, select "Save link as", save them directly to your computer and then open them from there with Adobe Acrobat.

The signed application needs to be submitted to selfservice@ki.se or to IT via SelfService (create a case, choose category Research Tools, choose subcategory ELN and upload the form). The normal administration time is 4 working days.

Add or remove a superuser

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

You need to right-click on the forms, select "Save link as", save them directly to your computer and then open them from there with Adobe Acrobat.

The signed application needs to be submitted to selfservice@ki.se or to IT via SelfService (create a case, choose category Research Tools, choose subcategory ELN and upload the form). The normal administration time is 4 working days.

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

• If the new superuser does not already have access to the projects, he/she should be added to the projects 
• If the new superuser is member of the projects but does not have admin rights then he/she should be given admin rights

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.

FAQs

What happens if a 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 same project 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

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 should always stay at KI.

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

What happens if the group leader leaves KI

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

This should be discussed with the head of the department and the necessary archiving should be done.

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.

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 individual belongs to.