Sharing Forms Between RSpace Servers

Updated 2 weeks ago by Tilo Mathes

Sharing Forms Between RSpace Servers

Overview

RSpace Forms can be shared between different RSpace server instances (such as between Community and Enterprise editions, or between different institutional servers) using the standard export and import functionality (see Export Options and Importing Content into RSpace). This process allows researchers and PIs to share standardized protocols, experimental procedures, and data collection templates across different RSpace environments.

When you export a document created from a Form, the Form structure is preserved and can be recreated on the destination server during import. This enables seamless sharing of structured data templates between research groups, institutions, or when migrating between different RSpace deployments.

Prerequisites

• Access to both the source and destination RSpace servers
• At least one document created from the Form you want to share
• Appropriate permissions to export from the source server and import to the destination server
• Understanding of RSpace’s export/import functionality

How Form Sharing Works

When you export a document that was created from a Form:

1. The document content is exported in your chosen export format (XML or RO-Crate)
2. The Form structure is automatically included in the export
3. Form metadata (field types, options, validation rules) is preserved
4. Upon import, both the example document and the Form are created on the destination server
5. The Form needs to be manually added to the Create menu to be available for creating new documents (see Forms)

Step-by-Step Instructions

Step 1: Prepare the Form for Export

1. Create an example document from your Form (if you haven’t already):
   • Navigate to Create > From Form
   • Select the Form you want to share
   • Fill in the form fields with example data or instructions
   • Save the document with a descriptive name (e.g., “Protocol Template - Western Blot Analysis”)
2. Add helpful content to the example document:
   • Include default values for common fields
   • Add instructional text or guidelines
   • Attach any reference files or protocols that would be useful
   • Consider this document as a “template” that others may want to use as a starting point

Step 2: Export the Form (via the Example Document)

1. Navigate to your Workspace and locate the document created from the Form
2. Select the document by clicking the checkbox next to it
3. Click Export from the toolbar
4. Choose one of the following export formats:
   • XML: Standard RSpace export format, suitable for most use cases
   • RO-Crate: Research Object format, useful for research data management workflows involving tools other than RSpace
5. Configure export options as needed (e.g. include versions or linked documents and data if your Form references other content)
6. Click Export and download the resulting file

Step 3: Share the Export File

1. Save the export file to a location accessible to the recipient
2. Share the file using your preferred method:
   • Email attachment (for smaller files)
   • Cloud storage (Google Drive, Dropbox, institutional file sharing)
   • Direct file transfer
   • Research data repositories (if appropriate)

Step 4: Import on the Destination Server

1. Log in to the destination RSpace server
2. Navigate to your My RSpace
3. Click Export-Import from the toolbar
4. Choose the export file you received and press “Import”
5. Wait for import completion

Step 5: Enable the Form for Use

After successful import, the Form exists on the server and is in the published state, but needs to be added to the Create menu if you want to create new documents from it:

1. Navigate to My RSpace > Manage Forms
2. Locate the imported Form in the list
3. Select the Form and press the “Add to Menu” button
4. Verify the Form appears in Create > From Form

The Form is now ready for use on the destination server!

Creating Templates from Imported Forms

Once you’ve successfully imported and enabled a Form, you can create reusable Templates with prepopulated information (see Templates).

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