How to Manage Inventory Access and Permissions in SciNote

SciNote’s Inventory Access Management system lets you control who can view, edit, or manage inventories and items. It provides granular, role-based permissions, making it easier to collaborate securely - especially in regulated environments

Where to Manage Inventory Access

Inventory access is managed from the Inventory section, where all inventories are listed.

You can:

• Use the Access column to quickly view and update current permission settings

• Select an inventory and click the Access button in the bottom toolbar to assign or update permissions

Who Can Be Granted Access

You can assign inventory access to:

• Individual users

• User Groups (if enabled, per workspace)

• Entire workspace via “Everyone at [Workspace Name]”

Inventory Roles and What They Can Do

Viewer

• View inventory items

• Export inventory items and stock consumption data

User

• All Viewer permissions, plus...

• Add, edit, duplicate, import, archive, or delete items

• Create, update, and delete inventory filters

Owner

• All User-level permissions, plus...

• Create, edit, and delete inventory custom columns

• Manage access to the inventory

• Duplicate the entire inventory

• Archive or restore the inventory

• Share the inventory with other workspaces

How Access is Inherited and Resolved

• If a user is granted access both individually and via a user group, the individual access assignment takes precedence

• If a user belongs to multiple groups with different access roles, the most permissive role applies

Shared Inventories Across Workspaces

When an inventory is shared with another workspace:

• The inventory appears grayed out until access is granted by a Workspace Owner

• Access must then be assigned within the receiving workspace (Viewer, User, Owner) to individual users, groups, or the entire workspace before the receiving workspace is able to view and interact with those inventory items

• The roles available depend on the sharing type:

  • Shared with edit → Viewer, User, Owner roles available

  • Shared as read-only → Only Viewer role available

• Workspace Owners in the receiving workspace can always manage access to shared inventories

Visibility Rules for Inventories and Items

• Inventories and their items are only visible to users with access

• Items a user cannot access will be shown as “Private item (ID)” with a lock icon

  • 

• These item visibility rule are applied consistently across various SciNote data objects and pages:

  • Tasks (assigned items)

  • Forms within Task Protocol Steps

  • Smart Annotations

  • Item Relationships

  • Reports

  • Storage Locations

Migrated Inventories and Default Access

For inventories created before this feature was released:

• Workspace Owners were assigned as Owners

• Workspace Users were added as Users via “Everyone at [Workspace]”

• Workspace Viewers were added individually as Viewers

• Shared inventories follow similar logic based on previous permissions

Quick Tips

• Use groups to quickly assign access to multiple users

• Use “Everyone at [Workspace]” to assign a default role for unlisted users

• Always review shared inventory access after changes in sharing settings

• Only Owners can change column structures and manage access for an inventory

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