Creating a chemical inventory that can be accessed by all members of a working group requires four steps:
- creating a new user,
- creating a collection in that user's Chemotion ELN and adding all chemicals to that collection as samples,
- creating a new group or adding the account to an existing group and
- synchronizing the collection with the group.
A new Chemotion ELN account should be created to manage the chemical database. All new chemicals will need to be created by that account (usually that account is managed by the person in charge of ordering chemicals or recieving the group's chemicals). Once a chemical has been created in that account as a sample it can be edited by any group member (for example to update the amount left in the bottle), if the collection is shared with the right privileges (more on this in the section synchronizing the collection with the group).
The registration process of that account is identical to registering any other new Chemotion ELN user.
In the newly created account a collection has to be created where all chemicals can be inserted as samples. If the group is located in different buildings, or uses different chemical subsets, multiple collections can be created for that purpose. Each collection can be shared with one or more groups independent of one another.
Once the collection is created the chemicals that form part of the database have to be created as samples. Importing a database is possible using the
import samples to collection function of the Chemotion ELN. For that purpose an XLS or XLSX Document, in the right format and containing all chemicals to be imported, must be available.
It is advisable to create the samples with all relevant information in the
Properties tab, such as CAS number, concentration or molarity, density, etc. Although this can be updated later by other users if it is shared with the group with write access (more on this in the section synchronizing the collection with the group).
It is advisable to share the collection containg the chemical database with a group, not with individual users, as this makes management easier. The group does not have to be created by the same account managing the chemical database, if the administration of group members is done by another user. Hoever, both can be also managed by the same account.
To create a new group choose
My groups and Devices from the drop-down menu on the top right corner by clicking on the account's name next to the sign-out button.
Now proceed to create a new group and then add all group members that should have access to the database to that group. Multiple groups can also be created if different collections, containing subsets of the chemical database, are to be shared with different group members.
Note that only the person that created the group, or the account the administrator rights were transfered to, will be able to manage group members.
In the collection settings the collection containing the chemical database can be synchronized with the group created for that purpose. Please be sure to choose the sync-rights appropiately when synchronizing the collection. That depends on the rights to editing chemicals that group members are to have, for example writing rights to update properties such as amount of chemical left, storage location, concentration or molarity, etc.