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Organizations

Organizations in DataScribe provide the foundation for collaborative research data management. This hierarchical structure allows you to effectively organize teams, manage permissions, and control access to valuable research assets.

Organization Hierarchy

Organization Structure

DataScribe implements a multi-level organizational structure:

  1. Organization: The top-level entity representing your company, university, or research institution
  2. Groups: Divisions, departments, or research teams within your organization
  3. Projects: Specific research initiatives or studies
  4. Members: Individual researchers and collaborators

This hierarchy enables precise access control and clear organizational boundaries.

Creating Organizations

To create a new organization:

  1. Navigate to the Organizations section from the main menu
  2. Click "Create Organization"
  3. Enter organization details:
  4. Name
  5. Description
  6. Organization type (Academic, Corporate, Government, Non-profit)
  7. Location
  8. Website (optional)
  9. Logo (optional)
  10. Configure organization settings:
  11. Security policies
  12. Default member roles
  13. Integration preferences
  14. Click "Create" to finalize

Managing Organization Settings

As an organization administrator, you can configure:

General Settings

  • Organization name and description
  • Logo and branding elements
  • Contact information
  • Geographic location
  • Industry/field of research

Security Settings

  • Password policies
  • Two-factor authentication requirements
  • Session timeout limits
  • IP restrictions (Enterprise plan)
  • Single Sign-On configuration (Enterprise plan)

Integration Settings

  • Google Drive configuration
  • Third-party tool connections
  • API access management
  • Webhook configurations

Creating and Managing Groups

Groups help organize members within your organization:

  1. Navigate to your organization's "Groups" tab
  2. Click "Create Group"
  3. Define group details:
  4. Name
  5. Description
  6. Parent group (if applicable)
  7. Group administrators
  8. Add members to the group
  9. Set group-specific permissions
  10. Click "Create Group"

Groups can be nested to reflect your organizational hierarchy.

Projects

Projects represent specific research initiatives:

  1. Navigate to your organization's "Projects" tab
  2. Click "Create Project"
  3. Define project details:
  4. Name
  5. Description
  6. Start/end dates
  7. Associated groups
  8. Project lead
  9. Configure project settings:
  10. Data structure templates
  11. Traveler templates
  12. Analysis workflows
  13. Add project members and assign roles
  14. Click "Create Project"

Member Management

Adding Members

Add researchers and collaborators to your organization:

  1. Navigate to your organization's "Members" tab
  2. Click "Add Members"
  3. Choose one of the following options:
  4. Enter email addresses for direct invitations
  5. Generate invite links to share with multiple users
  6. Upload a CSV file with member information
  7. Assign roles to new members
  8. Add members to appropriate groups
  9. Send invitations

Member Roles and Permissions

DataScribe offers flexible role-based access control:

Built-in Roles

  • Administrator: Full access to all organization settings and data
  • Manager: Can manage members and projects but cannot change organization settings
  • Researcher: Can create and manage data structures, travelers, and analyses
  • Contributor: Can submit data and view specific projects
  • Viewer: Read-only access to specific resources

Custom Roles

Create tailored roles for your organization's specific needs:

  1. Navigate to "Settings" → "Roles"
  2. Click "Create Role"
  3. Define permissions across categories:
  4. Organization management
  5. Member management
  6. Project access
  7. Data structure permissions
  8. Traveler capabilities
  9. Analysis tools
  10. Reporting functions
  11. Name and save your custom role

Organization Analytics

Track organization-level metrics:

  1. Navigate to your organization's "Analytics" tab
  2. View key metrics:
  3. Active users
  4. Data volume
  5. Project status
  6. Research output
  7. Collaboration patterns
  8. Filter by date range, group, or project
  9. Export reports as needed

Billing and Subscription

Manage your organization's subscription:

  1. Navigate to "Settings" → "Billing"
  2. View current plan details
  3. Upgrade or adjust your subscription
  4. Manage payment methods
  5. View billing history
  6. Download invoices

Organization Policies

Define organization-wide policies:

  1. Navigate to "Settings" → "Policies"
  2. Configure:
  3. Data retention policies
  4. Data sharing rules
  5. Compliance requirements
  6. Documentation standards
  7. Naming conventions
  8. Review workflows

Best Practices for Organizations

  • Create a logical group structure that mirrors your real-world organization
  • Use projects for time-limited research initiatives
  • Implement the principle of least privilege when assigning roles
  • Regularly audit member access and remove unused accounts
  • Establish clear naming conventions for projects and groups
  • Document your organization structure for team reference

Next Steps

After setting up your organization structure: