Share queries

1 Create query shared folder
2 Remove queries from folder
3 Reassign queries across folders
4 Edit users with whom the query is shared
5 Delete folder

Create query shared folder

Often, when you create queries, you would want to share with other users in the lab as it might be a commonly used query. By default, a saved query is visible only to the owner and Superadmins (from v10.3 onwards).

To share queries, you first need to create a new folder and store them in that folder. From v10.3, user can also use any folder that is shared with him to assign the queries.You can share queries with other users by following the below steps:

Select one or more queries, which needs to be shared with other users.

Default folder is renamed from All to ‘My Queries’

Superadmins and Institute admins will see an additional folder viz. ‘All Queries’. This will show all queries for Superadmin users. For institute admin users, it displays all queries created by users of the corresponding institute.

2. Click on Assign → Create New Folder as illustrated in the below image. This should display a modal dialogue. Add selected queries to the new folder.

3. Specify folder name and select users or user groups from the dropdown with whom the folder (therefore queries) needs to be shared.

From v10.3 onwards,

User can share queries with ‘All current and Future users’
Clients who needs a common folder where anybody can share queries to make it accessible for all, you can check the checkbox ‘Allow edits by shared users’
Superadmins and folder owner will be able to update the folder access at any point later too

4. Click on the Create button. On successful folder creation, the folder can be visible under the 'My folder' section.

5. Users with whom this folder has been shared will have access to the queries.

6. In future, if you wish to add a new query to this folder, you will be able to see the folder once you click on 'Assign tab'. Only those folders created by the user will be visible in the modal box

Until v10.2.x Only the folder owners can add new queries to the folder. Other users cannot add a query to the shared folder

From v10.3.x If the folder has option ‘Allow edits by shared users’ checked, all users can add a query to the shared folder.

Remove queries from folder

Users can remove queries from the folder they have created and not the ones that are shared with them by other users.

Navigate to the query list page and click on the edit button besides the query folder name under 'My folders'.
In the pop-up window, a list of all the queries present in the folder will be displayed.

3. Click on the delete button besides the query, this will remove the query from the folder. (OpenSpecimen does not delete the query from the system). Thus, users with whom this folder has been shared will no longer have access to the query.

Reassign queries across folders

Users can assign the queries to more than one folder, provided the folders are created by them. Queries cannot be assigned to folders created by other users.

Navigate to the query list page, click on the folder 'Aditi query folder 4' select the query with ID #5518.

2. Click on 'Assign' and select the folder 'Test query'

3. Click on the folder 'Test query', user will be able to see the query ID 5518 in this folder as well

4. User can now remove the query from the other folder if needed

Edit users with whom the query is shared

Query can either be shared with all current and future users or some selected users.

Navigate to the query list page and click on the edit button besides the query folder name under 'My folders'

2. If the query is shared with all the users, uncheck the 'Share folder with all current and future users' checkbox. This will display a dropdown with the list of the current users.

From v10.3.x users will also have option ‘Allow edits by shared users’ checked, so that all users can add a query to the shared folder.

3. The users with whom the query is to be shared can be added in the dropdown. On sharing the queries, OpenSpecimen will send an email notification to the selected users.

4. For folders that are shared with selected users, click on the 'x' mark to remove the access from the user

Delete folder

Users are allowed to delete the folders created by themselves and not the ones that are shared with them by other users.

1. Navigate to the query list page and click on the edit button besides the query folder name under 'My folders'.

2. A pop-up window for the selected query window will open up.

3. Click on 'Delete' to delete the query folder.

Deleting a folder will not delete the queries present in them, users would have to specifically delete the queries when needed.