Merge branch 'master' into next

* master:
  add external collaborators doc
  fix doc next link
  rewrite user archiving doc

Author: NicolasCARPi

doc/changelog.rst

@@ -59,8 +59,7 @@ Version 5.3.7
 Version 5.3.6
 -------------
 
-* bug/minor: inventory search query limited (#6119) fix #6116
-number of results was limited to 15 for any queries made on the inventory page. Set that limit higher.
+* bug/minor: inventory search query limited (#6119) fix #6116. number of results was limited to 15 for any queries made on the inventory page. Set that limit higher.
 
 Version 5.3.5
 -------------

doc/contributing.rst

@@ -55,7 +55,7 @@ Contributing to the code
 
 Word of caution
 ---------------
-It is possible that the gap between the current development version and the current stable version will render this documentation obsolete in parts. It is highly recommended to use the `next` branch of `elabftw/elabdoc`, which is published here: https://doc.elabftw.net/next.
+It is possible that the gap between the current development version and the current stable version will render this documentation obsolete in parts. It is highly recommended to use the `next` branch of `elabftw/elabdoc`, which is published here: https://doc.elabftw.net/next/.
 
 => Read this page on the `next` branch: https://doc.elabftw.net/next/contributing.html#contributing-to-the-code
 

doc/coordinator-guide.rst

@@ -26,25 +26,24 @@ Different strategies for managing users in teams
 When a user leaves a team
 -------------------------
 
-In eLabFTW, there are currently several options for handling the data of users who are about to leave a team. Here are four exit strategies to consider:
+In eLabFTW, there are currently several options for handling the data of users who are about to leave a team. Here are a few exit strategies to consider:
 
-A. Archiving the user and their entries
-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+A. The User is completely gone
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
 
+If someone stopped working in the lab and will likely not come back, archiving them is the best option. It prevents them from using their account while still allowing other team members to see their past work.
 
-If a person is only a member of one team, they can be archived. In this process, it's possible to choose whether their associated entries should also be locked and archived. This method ensures a clean separation, but it is only suitable if the person belongs to a single team. If the person is active in multiple teams, archiving them would also archive them in the other teams, which is usually not desired.
+From the Admin Panel, double-click a User from your team and toggle the section "Manage teams for user". From there, you can Archive someone by toggling the "Is Archived" property of the User in the team.
 
-B. Adjusting visibility and write permissions
-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+Note that the Archived status of a User is team-dependent, meaning that a User can be archived in a Team and not in another.
 
-Another exit strategy involves explicitly setting the visibility and write permissions of the entries for the team the person is leaving. To ensure that the entries remain visible to the team after the user’s departure, the corresponding permissions for all entries need to be updated. This can be done by a team admin as a bulk action through the admin control panel. This way, the team retains access to experiments and entries without the person remaining part of the team.
+.. figure:: img/archive-action.webp
+   :align: center
+   :alt: Archiving a user
 
-C. Transferring ownership or duplicating entries
-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
+   Archiving a user
 
-Another option is to transfer ownership of the entries to another team member. Alternatively, relevant entries can be duplicated before the person is removed from the team. Once a person is removed from the team, their entries are no longer visible to the team, which also means that the original ownership becomes unclear. To avoid this, the name of the original creator can be added to the entry title or stored as a tag to make the data origin more transparent.
+B. The User joins another team
+^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
 
-D. Restricting the visibility of entries
-^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
-
-Instead of removing the person from the team, they can remain a member while limiting the visibility of their entries. Access rights can be managed so that only the original owner and admins have access to certain entries. This ensures that the person leaving the team cannot access information irrelevant to them, while still technically remaining in the team.
+As a Sysadmin or an Admin with "Can manage users/teams association" permissions, add the User to the new Team and Archive them in the old one. If they still need access to their old entries, they can export them from their Profile page and re-import them in the new team, or you can leave the account active in both teams, depending on use case.

doc/img/archive-action.webp

@@ -1100,7 +1100,7 @@ As of version 5.2.0, the search page has been moved to the main pages (Experimen
 
 Sharing with external collaborators
 ===================================
-If you want to share your results with an external collaborator, you have two options:
+If you want to share your results with an external collaborator, you have a few options:
 
 Option 1: Export and send
 -------------------------
@@ -1129,3 +1129,50 @@ Then, Users will have the possibility to generate a link with an access key in i
 Sharing this link will give read access to the recipient. If the checkbox is unchecked, previously shared links become obsolete. Using this has the advantage that the recipient can follow the evolution of the results over time.
 
 For this feature to work, the instance must be accessible from an external network.
+
+Option 3: Share with a user on the instance
+-------------------------------------------
+You might want to share some entries with a specific user, group, or team present on the Instance. For that, go to the Permissions section of an entry:
+
+.. figure:: img/user-permission-view.webp
+   :align: center
+   :alt: permissions
+
+   Permissions for an entry
+
+Click the + sign to display a modal window. From there you can for instance select a Team to add to the base permissions:
+
+
+.. figure:: img/user-permission-view-team.webp
+   :align: center
+   :alt: permissions for team
+
+   Adding a full team
+
+This will add all the members of that Team. If you want to be more precise, you can select a Group, or a single user by typing their name in the section at the bottom:
+
+.. figure:: img/user-permission-view-user1.webp
+   :align: center
+   :alt: permissions for user
+
+   Start typing the name of the collaborator
+
+Select the autocompleted user and click "Add".
+
+.. figure:: img/user-permission-view-user2.webp
+   :align: center
+   :alt: permissions for user 2
+
+   Collaborator is now selected
+
+Click "Save" and it will look similar to this now:
+
+.. figure:: img/user-permission-view-user3.webp
+   :align: center
+   :alt: permissions for user 2
+
+   All members of Team "External Collaborators" + Tata Rohan now have access to this entry
+
+You can also do something similar for edition permissions.
+
+