To get access to the data, you have to fulfill several requirements. In DiversityCollection, you must be a member of one of the usergroups. You can only access data, which is listed in the projects you have access to. For external users data may be blocked by entries in the data withholdingreasons or due to a data embargo.
The data of certain parts of the database can be blocked for remote access. If you want to prevent access for the whole dataset, enter your reason in the field Withholding reason in the header (see below).
If you want to block only the access to the data of the collection event or the collector, choose them in the tree and enter your reason for withholding the data in the corresponding fields. The data will only be published, if these fields are empty.
Within the database a user has only access to the data of those projects for which he has permission. If a data set belongs to a certain project, it is stored in the table CollectionProject.
To prevent the publication of the data these can be blocked
for the whole data set (table
CollectionSpecimen), for
the locality as a whole and for the collection
date (table
CollectionEvent), for the
collectors (table
CollectionAgent) (for the
collectors an
anonymisation
is available), the organisms (table
IdentificationUnit) and
the parts (table
CollectionSpecimenPart) -
see overview below - and for all image tables:
CollectionSpecimenImage,
CollectionEventImage,
CollectionEventSeriesImage
and CollectionImage. The
transaction provide the possiblity of an
embargo (see below).
To edit the withholding reasons for all specimen selected in the main
window choose Administration - Withhold
data... from the menu. As an alternative choose Data -
Cache database... from the menu. There in the
projects part click on the button to edit the
withholding reasons for a single project. A window will open as shown
below, giving a summary of all withholding reasons set for the selected
specimen and related data. 
To edit the withholding reasons for certain entries choose the corresponding page where the details are listed as shown below.
To block all data enter a new reason for withholding the data and click
on the Add withholding reason to all ...
button or the ... only to selected button, if
only the selected entries should be blocked. To remove the withholding
reason from all data sets click on the 
Remove withholding reasons for all
... button or the
... only from selected button, if only the
selected entry should be published.
To mark data to be not published for a certain period you can define a
data embargo and
include the data in this data embargo.
The user's access to the data within the database is stored in the tables shown below. The tables UserProxy and ProjectProxy are related to the Diversity Workbench modules DiversityUsers and DiversityProjects respectively. See User administration for further details.
Every CollectionSpecimen may be assigned to any number of projects. To
assign a specimen to a project click on the 
button.
To add a project where you have no access to, use the
button. To remove a specimen from a project
select the project from the list and click on the 
button.
If there are projects, to which you have no access to, these will be listed in a separate list at the top as shown below.
Projects, to which you have Read only access will be listed in a separate list at the top as shown below.
Data from Read only projects can be seen but not edited. Only Annotations 
can be added (see image below).
To transfer all selected specimen into an additional project choose
Data → 
Transfer →
To project... from the menu. A window
will open where you can select the project to which the specimen should
be added.
To remove all selected specimen from an additional project choose Data
→ Remove from project... from the menu. A
window will open where you can select the project from which the
specimen should be removed. The last project in which a specimen is
placed can not be removed.
The data are stored in the table CollectionProject.
Details of the projects within the DiversityWorkbench are stored in the
database DiversityProjects. To access further information on a project
click on the 
button. To edit details
in projects you require the application DiversityProjects.exe in
your application directory and access to the database DiversityProjects.
To synchronize the projects listed in DiversityProjects you may use the
synchronize function in the useradministration window as shown below. If
DiversityProjects is not available, you may create a new project by
clicking the button. If DiversityProjects is
available, use the synchronize function
.
To import new projects from the DiversityProjects, select
Administration - Projects from the
menu. A window as below will open where the available projects are
restricted to the type "Collection"
. (Short introduction:
)
To select a project of a different type or missing type, deselect the restriction (see below).
The present project list details about the projects available in DiversityCollection.
the diagram below shows all tables with direct relations to the project tables. For more details see the sections Analysis, Processing and Image description.
A user may be in several groups with diverse rights in the database. Here certain higher groups have all rights of lower groups in addition to special rights for the higher group, e.g. the group User may only read data of certain tables while Typist has the rights of User and additionally may edit the data in certain tables - see overview below.
Summarized overview of some of the groups and their permissions
| Role | Permissions in addition to lower role and user group respectively | Included rights |
|---|---|---|
| Administrator | Delete data, edit user permissions | DataManager |
| CollectionManager | Administration of collections, handling loans etc. | StorageManager |
| DataManager | Delete data, edit image descripton templates | Editor |
| Editor | Create new entries and delete details (not entire data sets) | Typist |
| Requester | Has the right to place requests for specimen | |
| StorageManager | Administration of stored parts, handling loans etc. | User |
| Typist | Edit data | User |
| User | See the data of the data tables, add annotations |
To place a user in one of the groups, select Administration - Database - Logins... from the menu. In the window that will open select a login and a database. The roles available in the selected database will be listed as shown below. Use the > and < buttons to add or remove roles for the login in the database (see below).
To see the detailed permissions of a role, select it in the list of
[Available] roles and click on the
button. A window as shown below will open
listing all objects in the database the role has permissions for (see
below).
If you are an Administrator you may add a user to one of these groups.
Any user may have access to several projects.
The accessibility of projects for users can have 4 different states:
No access
Accessible
Read only
Locked
To allow the current user access projects use the >
button
for the selected project resp. the >>
button
for all projects. To revoke access for the current user use the <
button for the selected project resp. the <<
button for all projects. To change the access for a
project to read only use the 
button and the
button to remove a project from the read only
list.
To lock a selected project use the button.
For all users the project will be removed from the accessible or read
only list and transferred to the locked list.
This is only allowed for a database owner (dbo). Please make sure that
you really want to lock a project. Any dataset related to this project
will be set to read only for all users. For an introduction, please see
the a short tutorial
.
To remove the locked state of a project, select the project in the No access list and click on the button. The selected project will be moved from the locked list into the read only list for those users that had access to the project.
Details of the projects within the DiversityWorkbench are stored in the
database DiversityProjects. To access further information on a project
click on the button. To edit details in projects you require the
application DiversityProjects.exe in your application directory and
access to the database DiversityProjects. To synchronize the projects
listed in DiversityProjects you may use the synchronize function in the
user administration window as shown below. If
DiversityProjects is not available, you may create a new project by
clicking the button. If DiversityProjects is
available, use the synchronize function
.
The diagram below shows all tables with direct relations to the project tables. For more details see the sections Analysis, Processing and Image description.