Signals Notebook: How to limit the groups that can create notebooks in a tenant?

Signals Notebook allows administrators to limit which groups can create notebooks through a configuration process involving attribute settings, group associations, and notebook-level modifications. This targeted permission management helps maintain organizational structure and ensures proper data governance within your research environment.

The comprehensive step-by-step guide below details the complete configuration process required to implement these restrictions effectively.

1. Access to Signals Notebook and go to the configuration menu.

2. Select the option "Attributes".

3. Click on "Create attribute".
   

4. Select the option "List".

5. In the name, for this example, we will add the value "Access to notebook creation", but this name may vary according to your preferences. And for the list type, we will select the option "Inline List". Then we will click on "Create list".

6. You must add a single value to this list. For this example, we will add the value “Yes,” however, this may vary according to the requirements of your institution.  Once we have finished with this configuration, the attribute should look similar to the following example.
   

7. Once the attribute has been successfully created, return to the home page of the Signals configuration menu.

8. Select the option “Group Associations”.

9. For this example, we will select the group "Administrators".

10. In the middle column, find the list created in step 5 and click on it.

    

11. In the “Search and Select a Value” column, you will only see the value created in step 6. Click on it to create a Group Association between this value and the group "Administrators". If the configuration was successful, your screen should look similar to the following example.

    

    Note: If you want to provide this access to different groups, you must repeat steps 9 to 11 with all the groups you want to have these privileges.

12. Return to the home page of the Signals configuration menu.
13. Select the option “System Objects”.
14. Click on the option "Notebook". 

15. In the left menu, click on the option "Template".

    

16. Click on "Fields"
    

17. Click on "+Add new field". 

    

18. For this example, I will add the name "Access to notebook creation", but this may vary according to your preferences. In the field "Attribute" select the attribute created on the step 5 and select the checkbox "Required" and in the drop-down menu, click on “On notebook creation.” This attribute should be configured similarly to the following image.

    

19. Click on Save. 

With this configuration, the users of the group "Administrators" will be able to create notebooks, since due to Group Association they have access to the attribute value created in step 6. The selection of a value for this attribute was configured as mandatory during the creation of a notebook. Therefore, only users of the group "Administrators" will be able to create notebooks. Below is a view of an authorized user to create notebooks vs. a non-authorized user to create notebooks view during notebook creation.

Authorized user:

Non-authorized user: