FAQs: Administrators

Roles: Core and Institution Administrator

To start, choose a subject from the list below:


User/Group Management

If the user already has an iLab account:

  1. Open Menu > My Groups;
  2. Click on your lab name;
  3. Click on the Members tab;
  4.  At the bottom of the page, click on ‘link existing user’ and search for the user.

If the user does not have an iLab account and:

a) your institution has an ID integration with iLab: they should go to the Institution’s iLab login page and click on Register/Sign Up to create an account.

b) your institution does not have ID integration: they should register from one of the links provided here.

˂ back to top

  1. Open Menu > My Groups;
  2. Click on lab name;
  3. Click on the Members tab;
  4. Click on the ‘trash bin’ icon to the right of the user name.

˂ back to top


To manually add a fund number to your lab, follow the instructions provided here

  1. Click Menu > My Groups;
  2. Open your lab page;
  3. Click the Membership Requests & Funds tab;
  4. Go to "Request additional to additional fund numbers" section;
  5. Add the fund number;
  6. Click Request.

⚠ Note

Some institutions allow PIs/Lab manager to add new fund numbers to the lab. If your institution does not allow funds to be manually added or if you receive an error message indicating the number is invalid, contact the iLab Project Manager at your institution for more information, as the fund numbers are automatically sent to iLab through a nightly file transfer.

˂ back to top

  1. Open Menu > My Groups;
  2. Click on the lab name;
  3. Click on the Membership Requests & Funds tab;
  4. Search for the user and check the boxes for each fund you need to assign to them.

˂ back to top

The lab primary contact will receive all e-mail notifications requiring the lab administrators' attention. The PI or additional lab managers can still approve pending requests. This also lists the user as a financial contact for core facilities, so that they can be more easily communicated with.

  1. Open Menu> My Groups;
  2. Click on the lab name;
  3. Click on the Members tab;
  4. Click on the ‘pencil’ icon to the right side of the new financial contact name;
  5. Check the ‘Core Financial Contact?’ box;
  6. Press Save;
  7. Refresh your page and go to the Group Settings tab;
  8. Under ‘Communication Settings’, select the user from the ‘Lab Primary Contact’ drop-down list, if not already.

⚠ Note

By default, the PI is the primary contact for the lab. Any lab manager can be assigned as the Core Financial Contact – approval notifications are sent to all financial contacts -, but only one person can be the primary contact in the group. The primary contact will also be the owner of the invoices issued by the Core facilities.

˂ back to top

  1. Open Menu> My Groups;
  2. Click on the lab name;
  3. Click on the Group Settings tab;
  4. Click on 'edit' under the General Lab Information section;
  5. Update the lab name;
  6. Press 'Update Lab Profile'.

˂ back to top

  1. Open Menu > My Groups;
  2. Click on the lab name;
  3. Click on the Members tab;
  4. Under Lab-wide approval settings, update the default auto-approval threshold field and Cost overage buffer, if needed;
  5. Click Save approval settings.   


You can also set an individual threshold for each one of the lab members:

  1. Click on the Members tab;
  2. Click on the 'pencil' icon to the right side of the user's name;
  3. Add an 'Auto Approved Amount' under the Group Information section;
  4. Press Save.

This amount overrides the lab default auto-approval threshold and sets different limits per member, at your discretion.

˂ back to top

If you are unable to remove a user from the lab group, by using the red x button in the Members tab, as they are showing to have open, unbilled projects or reservations:

You can still remove them from being associated with the lab group, using an alternate method that will bypass these open projects, which most likely are draft requests never submitted to a Core facility.

  1. Log into your iLab account.
  2. Navigate to the Lab page.
  3. Click to open the lab Members tab,
  4. Click on the pencil icon to the right side of the users name.
  5. Enter a past date in the end date field, and the user will no longer be associated with the group as of the date entered.

˂ back to top


Service Requests

  1. Log into your iLab account.
  2. Navigate to the Core page.
  3. Click the "Service Requests" tab.
  4. Search for the service request ID using the filter on the left-side panel.
  5. Toggle the "blue arrow" icon below the Service Request date to open its details section.
  6. Toggle the "blue arrow" icon to the right side of the "Overview" section.
  7. Locate and click the "Edit" link to the right side of the Overview section
  8. Click the drop-down to the right side of the "Status" field to manually change the service request status.

˂ back to top

  1. Log into your iLab account.
  2. Navigate to the Core page.
  3. Click the "Service Requests" tab.
  4. Search for the service request ID using the filter on the left-side menu.
  5. Click on the dollar sign icon to the right side of the Service Request.
  6. Choose a fund/payment number from the drop-down list.

If the user does not have any fund/account number assigned to them:

Reach out to their PI, Lab Manager or Institute Admin, and request a fund assignment to the user before selecting the payment information on the service request.

˂ back to top

  1. Log into your iLab account.
  2. Navigate to the Core page.
  3. Click the "Admin" tab.
  4. Click to open the Pricing panel.
  5. Search for the user, lab, or institution they belong to, and assign one of the available pricing types as needed.

˂ back to top


Scheduling

  1. Open your Core page;
  2. Go to the Schedule Equipment tab;
  3. Click More > Add Schedule;
  4. Detailed instructions about each setting can be found here.

˂ back to top

iLab doesn't have a feature to duplicate calendars. All calendars must be added as new.

Tip 💡

Open the settings page of the existing calendar in a separate window – not a tab – and use CTRL+Tab to quickly change between pages to fill out the new calendar settings based on the former one.

˂ back to top


Billing

  1. Open the Invoice page;
  2. Click on the 'dollar sign' icon to the right side of the charge name;
  3. Click on the small ‘x’ icon next to the amount of the charge:

˂ back to top

  1. Open the Invoice page;
  2. Click on the 'red' icon at the top of the invoice to detach it from the billing file.

The service request containing the charges from the detached invoice will have its status reverted to "Ready to Bill". The charges will be included in a new invoice when you create a new billing file.

⚠ Note

If the Billing File containing the problematic invoice has already been sent to your ERP (the billing file status is File Sent), contact Support.

˂ back to top


Reporting

  1. Log into your iLab account.
  2. Navigate to the Core page.
  3. Click the "Reporting" tab
  4. Change the report type from the default "Charges" to "Events."
  5. Click the "Build new" button
  6. Select the date range, then click on the "Charts and Tables" button.
  7. Remove the pre-selected chart types and tables by clicking on the red "X" on the right side of each chart type.
  8. Click on "Add a new chart or table."
  9. Select the charts/data you want to collect in each field and press "Apply."

The dashboard doesn not display the report in full detail. To view all the usage data, you will need to export the report source file by clicking on the "Export" button and choosing the desired file format.

˂ back to top

  1. Open Core page > Reporting tab;
  2. Click on Custom Forms;
  3. Select the date range;
  4. Select the custom form;
  5. Click on 'Download custom form source data as CSV'.

Note ⚠

Currently, only the following data field types are supported for download in the Custom Forms report: small text box, large text box, date, pull-down menu, attachment (only the file name), radio buttons, checkboxes, charges, and tables. Content from files uploaded by customers will not be downloaded in the report.

Tip 💡

If you wish to download information from the 'grid' section of your custom forms, you re-add any 'grid' field as 'table' in the settings page of the custom form.

˂ back to top


Core Settings

  1. Open your Core page > About our Core tab
  2. Click on the 'pencil' icon;
  3. Scroll down to the Contacts grid.
  4. The person listed in the first line of the grid is the Primary Contact shown in the system.
  5. Update the first line with the new contact information; 
  6. If the older Primary Contact needs to stay on the grid, re-add their information into any of the lower lines.
  7. Press Save.

Note ⚠

The update takes overnight to go in effect. Contact Support in case it does not update.

˂ back to top

  1. Create an URL to the new image by using an online image host, such as Photobucket;
  2. Go to your Core page > About our Core tab;
  3. Click on the 'pencil' icon;
  4. In the Name and Description field, click on the ‘image’ icon located in the edit box.
  5. Paste the URL for the new image;
  6. Click OK.
  7. Scroll down to the bottom of the page and click Save Service Center

Contact Support if you need assistance to generate the URL for your image.

˂ back to top

  1. Open Core page > About our Core tab;
  2. Click on the 'pencil' icon to the top left of the screen;
  3. Change the Core name;
  4. Press Save Service Center.


˂ back to top


Contact Support for additional help.


People Who Found This Article Helpful