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How do I merge two Institutes?
Use case
A biobank may set up different research groups as separate Institutes to allow segregated management by Institute Administrators.
Over time, needs can change, making it difficult to maintain separate administration and user permissions. For example:
Centralized Administration: The biobank may prefer centralized management, eliminating the need for Institute admins.
Cross-institute CP access for users: Multi-center grants and collaborative initiatives may require users to access CP across institutes.
Overview
Sites: Move Sites to the target Institute.
User and User Roles: Move users to the target Institute and reassign roles.
Other Objects: After sites, users, and roles move, associated modules- CPs, DPs, Containers, Shipments, and Orders move automatically to the target Institute.
Steps
Object | Action | Description |
|---|---|---|
Sites | Moving site/s of one institute to the target institute
| If no Coordinator is assigned to the site Go to Site overview Click Edit. Change the Institute to the Target Institute. Click Update |
If a Coordinator is assigned to the site Move the users and roles first, then move the site. Refer to the User and Role section below.
| ||
Users | Moving users from one Institute to the target Institute Export the user roles CSV first, as a backup, since roles will need to be reassigned. | Go to the Users list page Select all the users that are to be moved Click Edit--> Replace the current Institute with the Target Institute. Click Update |
User Roles | Assigning User roles | If no coordinator is assigned to the site User roles get assigned automatically |
If a Coordinator is assigned to the site Export User Roles CSV In the CSVs, update the current institute to the target institute Import CSV | ||
Collection Protocol (Participants, Visits, Specimens), Containers | No action needed | After sites and users move, no need to change anything in these modules. |
Distribution Protocol and Orders | Just update once | Go to Distribution Protocol. Click on Edit (don’t change anything) Click Update
|
Shipment | No action needed | Receiving institutes and sites update automatically. |