Sharing data with collaborators can be done in a few ways on the One Codex platform. One of the easier ways is to place your samples in a project and share that project with other One Codex accounts (more details here). Another way to share data with your team is as part of an organization. This article describes the features of organizations.
Organization Structure
The Organization feature is one that we at One Codex can set up for your team or company.
Organization Owner: One user's account is designated as the Organization Owner. That user can see all samples of any other user in the organization. They can also manage other users in the organization, including inviting users, setting permissions for the amount of access that each person has, and removing users from the organization.
All samples within the organization get billed to one account. The organization owner defines where samples get billed to.
Admin: A user with the Admin role can also view all samples and users within the organization. They can also set permissions for other users within the organization, except for the organization owner.
Member: A user with the Member role has their samples included as part of the organization, but they cannot view samples from other users in the organization, unless those samples were shared specifically with that user (such as via projects). Members also cannot see the organization structure, such as other users and their permissions.
Managing your Organization
The One Codex team will create an organization for you, with the designated organization owner. Reach out to us to begin your organization, or if your organization owner's account needs to be updated.
Once you have an organization, the owner and admins will see your organization name at the bottom of the left-hand navigation bar (see screenshot below). The organization name has a sub-menu, allowing owners and admins to see
Samples: all samples from other users within the organization.
Members: Other users who belong to the organization. From this page, owners and admins can invite new users, edit roles to define the amount of access each user has, and deactivate users from the organization.
Figure 1: Demo of Organization Members page.
Inviting new Members to your organization
You can invite your teammates to your organization by inputting their email address at the top of the member table, optionally including their name, and clicking Invite. They will be sent an invitation to join the organization. This is possible even if they don't yet have a One Codex account. They will be sent a pre-registration email with an invitation to join One Codex and your organization.
All newly invited accounts will have the role of "Member" by default. Should you wish for a user to have a higher level of access, the organization owner or admins can edit the role that other members have.
Deactivating a Member from your organization
If a user leaves your team or company, you may wish to deactivate their account so that they no longer have access to private data. This is possible from the organization's Members page. Deactivating a member from your organization does the following:
The user will no longer have access to their account.
Their API keys will be deactivated.
Any samples owned by that user will remain in their account.
The organization owner will become the owner of any projects that the deactivated user owned.
Any samples in the deactivated users account that do not belong to a project will be placed into a new project, which will also now be owned by the organization owner.
The account will be removed from any projects they did not own, unless they uploaded samples to that project.
The user's uploaded documents will be shared with the organization. Any documents that were shared with their account will no longer be shared.
Note: You cannot deactivate your own account, nor can you deactivate the organization owner's account. If these need to be deactivated, please reach out to the One Codex team, either via the chat box or support@onecodex.com.