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System Administration Introduction

Updated by Vaida

The following information is only applicable to a Team or Enterprise instance of RSpace.

Overview

RSpace supports two types of admins:

  • System Admins, which have full access to configure and manage the RSpace server
  • Community Admins, which can only perform actions on the Community they're assigned to (a group of LabGroups that interact with each other, eg. a department or faculty). See Communities (for System Admins).

System Admin Toolbar

Click on System in the top bar, which will open the System Admin Toolbar and display the Users page.

The following tools are available:

Create and Manage Entities

Manage and Maintain the System

Tools to the left of the toolbar are used to create and manage entities in the RSpace deployment – from individual users and the roles or permissions they are granted, to LabGroups managed by PIs and Lab Admins, to Communities, which are an administrative block of groups which are able to see and interact with each other, comparable to a department or faculty. On the right of the toolbar are tools for administration and maintenance of the system, from scheduling down-time to configuring deployment properties and troubleshooting user problems.

It is important that System Admin accounts be used ONLY for System Administration tasks and NOT for adding production data. If you are both an Administrator and a contributing scientist, then you will need two different logins for those two different roles. Administrator accounts are free and do not contribute to your total number of licensed seats. 

The System tab provides administrators with tools to manage individual users, to manage groups and communities, and to monitor and troubleshoot user activity. Only RSpace Administrators and System Administrators can access this tab.

Your default System tab page is the SysAdmin Directory of all users – a list of all the users on the system, which can be used to contact or view information about any individual. The page is headed up with a summary overview of user statistics, and the individual entries also give insight into the basic space use and document count of each user. The list is initially paginated, but a ‘Show All’ button allows creation of a single page list of the entire user-set, for copying or exporting.

The ‘Active Users’ tab shows a list of users currently logged into the system. When scheduling downtime a list of active users is also shown. A user is no longer listed as ‘Active’ if they have either explicitly logged out, or (as of version 1.35) their user session has timed out.

Managing groups

The ‘Groups’ page shows information about the groups, along with some usage information:

  • the number of users per group
  • creation date
  • Total file usage in RSpace file store
  • The PI

From this page you can also:

Deleting a group will not delete all the user accounts in the group, it will only remove the group itself.Users’ work will remain unaffected.

For additional topics related to management of your RSpace system using the System Administrator (sysadmin) account, see the main System Administrator page here.
Looking for instructions for installing or updating your on-premise RSpace server? Before installing or updating any on-premise RSpace server, always refer to the version-specific documentation files (e.g. RSpaceConfiguration.md) included with the download bundle for your version. Contact ResearchSpace for access to the download URL. For security reasons, you will not find those detailed instructions anywhere in our online documentation. Installation / update instructions are only available within the download bundle, and installation / update should only be attempted by qualified IT professionals.

It's also important for System Admins to monitor the current version of their RSpace server and make sure that your server is using the current release. This is important for the user experience, security and access to the latest integrations.

If your organization has opted to manage your Enterprise Edition server, then it is absolutely critical that you assign appropriate IT resources to keep the server properly maintained. Additionally you MUST be able to support timely remote examination of your server by ResearchSpace support specialists as needed. If you allow you server to fall more than 4 major releases or one year behind the current release, and you need to request ResearchSpace assistance with a complex, multistep, server update or repair, then additional surcharges will apply.

Ultimately it is the customer's responsibility to make sure that you are using the latest version of RSpace. You can see the version of your RSpace server at the bottom left of the interface. It will be of the form 1.x.x. You can see the current release version in the changelog. Be sure to have your IT staff respond promptly to periodic update-related requests from ResearchSpace.

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