Setting up a Group-wide system for Folders and Projects

In Labfolder, data are organized in a hierarchical structure, from Entry elements to Entries, Projects and Folders. While the actual experimental data capture is stored in Entries on the Notebook page in Labfolder, Projects are organized on the Projects page. Here, you can create an unlimited amount of Folders and Sub-Folders within the Group Projects Folder of a Labfolder Group. Organizing Projects in these different folders makes it easy to structure research data. Therefore, it is recommended to set up a common Folder system for the organization of Projects within a Labfolder Group. Such a predefined Folder structure can varie, depending on the type of laboratory, as seen in the following examples.

Tip: You may want to read the other articles on standardizing data collection and organizing in Labforlder Groups also.

1. Folder structure of a Research & Development department

In this example of an R&D department, Projects are organized by research topics (Research Topic A, B, C). A Folder for each research topic is created within the Group Projects Folder. In each of these Folders, individual Sub-Folders are created for main Projects within a research topic. Those Sub-Folders can be numbered and named by the main Project itself or by a Project ID. The main Project Sub-Folders contain individual subprojects in the form of actual Labfolder Projects. Those Projects can carry on the numbering from their main Project (1.1; 1.2; 1.3; etc.) and be named according to their Project part name.

2. Folder structure of an entire Research Institute

In the case of a Research Institute with several research units and numerous laboratories, the Folder structure on the Project page is based on the Labfolder Group structure. A Folder for each research unit is created within the Group Projects Folder. In the research unit Folders, Sub-Folders are created for individual research labs. Those contain the lab's Projects, which can be named using the abbreviation of the respective research unit, the name of the lab and the Project description.

3. Folder structure of a laboratory in a quality control environment

In this example of a quality control laboratory, the Folder structure is based on the different substance Groups the laboratory is analyzing. A Folder for each substance Group is created within the Group Projects Folder. In each of these Folders, individual Sub-folders are created for specific substances within the substance Group. Those Sub-folders contain individual Projects that can be named by the substance and the tests and methods applied to it.

All Labfolder Group members can create Folders and Projects. The creator automatically becomes the owner of the Folder or Project. While Group administrators see all Folders and Projects that are created by the Group members, regular users only see what they create themselves and what is shared with them.

It is recommended to align on a Group-wide Folder and Project structure as early as possible. Yet it is also feasible to rearrange the Folder and Project setup of a Labfolder Group at a later time point, as Project and Folder owners as well as Group administrators can rename Projects and Folders and move them to other Folders.

Note: Group administrators can move Projects and Sub-Folders to all other Folders within the Group Projects Folder. Project and Sub-Folder owners can only move Projects and Sub-Folders to other Folders they own.
When reorganizing Folders or Projects, keep in mind that share settings might differ! Depending on where the Folder or Project will be moved, the corresponding share settings may require adjustment.

Tip: In case a dedicated Labfolder Group member takes over the set-up of the Folder and Project structure for the entire Labfolder Group the  ownership of Folders and Projects can be transferred to another Group member after the Folder is created (e. g. to the Project leader).