Onboarding Guide

Overview of Onboarding Steps

• Facility added administratively
• A facility manager/director is linked to the facility
• Facility information populated
• Spectrometers and Probes are added and linked together
• NAN users are added to the facility and NDTS settings managed on a per-user basis
• Gateway identified, installed, and configured
• NDTS installed and configured on spectrometers
• Manage operations

Populating facility, spectrometer, and probe information

The information populated for the facility, spectrometer, and probe pages will appear on the NAN web-portal facility page as well as metadata linked to harvested datasets.

NOTE: All information is fully editable at any time so do not fret over getting information perfect initially.

STEPS:

1. A NAN administrator (markm@uchc.edu) will create the facility on the NAN web portal. Information that is needed includes the following, but don't fret it all can be edited later:
   • Long name of the facility (e.g. National Magnetic Resonance Facility at Madison)
   • Short name of the facility (e.g. NMRFAM). Note that the short name and institution will appear as the facility for datasets and shown as a column in the data browser. (e.g. NMRFAM - UW-Madison)
   • Primary facility website URL (e.g. https://nmrfam.wisc.edu)
   • Facility manager or director - who must have an NMRhub account
2. Once created the facility manager or director that was added to the facility will have access to populate additional information on the NAN portal.
   • See the Facility Dashboards wiki page for full details on editing facility information
   • They should see a box in the lower left-hand corner indicating the NMR facility they are acting on behalf.
     • Most users will see a single facility, but if a user were associated with more than one facility they would be able to choose the facility they are acting on from the list.
   • They should also see the Facility Dashboards menu item appear on the Navigation bar.
3. Finish entering the facility information. Full instructions may be found on the Facility Information wiki page, but briefly:
   • Add a facility description
   • Add services that the facility provides and updating the service blurb from the default if desired
   • Add additional website URLs if desired (e.g. adding a URL to rates)
   • Add addresses
   • Add additional staff and choose their roles, responsibilities, and expertise
     • NOTE: All users added have edit access to the facility and instruments and also the ability to see all data harvested from the facility
     • NOTE: While a users contact information may be typed in manually, the best approach is to use the "Link an NMRhub user" at the top of the box when adding a new user. We recommend only entering information manually if the user will never have a NMRhub (NMRbox/NAN). We also recommend users update their NMRhub profile if information is out-of-date.
   • Add primary contacts using the pull-down list of already entered staff
4. Save the facility information
   • NOTE: We recommend using the SAVE button throughout the process so as to not lose data
5. Add spectrometers (see the Managing Spectrometers wiki page for full instructions - including how NAN defines a spectrometer)
   • Click add Spectrometer and fill out the form. Note that the name should be descriptive, but yet reasonably short as it will appear as a column in the dataset browser
6. Add probes (see the Probes wiki page for full instructions)
   • Click Add probe and fill out the form.
   • Note that the probe name is automatically built based on the information provided including the size, model, and nuclei/channel information, as well as the gradients. Thus, it is best to keep the probe Model to a short value (e.g. TXO, TCI). Keep information such as the field strength, the length, serial number, nuclei, etc. out of the Model as it will be redundant in the probe name.
7. Use the manage instruments page to link a probe to a spectrometer and add an install date.
   • Note: the install date is used to calculate which probe is installed in a spectrometer at any given time and thus which probe is associated with datasets collected in the time frame. Thus, it is critical that an install state date is added and that the installed probe is changed on the NAN portal when probes are changed. If you forget to change the probe install date it can be done retroactively.

Managing Facility Users

Facility managers must add a list of NAN users to their facilities. This is critical for a few reasons:

• it controls the list of NAN users that appears on the NDTS GUI (rather than the users needing to search a never-endling list of all NAN users)
• it controls the list of users that a facility manager may reassign data to
• it allows NDTS settings to be defined on a per user basis
• it allows mapping of NAN users to local spectrometer workstation accounts or allows the local workstation account to be mapped to nobody

NOTE: There is a "Any unspecified" user that appears in the Manage Facility Users page. It is important that the NDTS settings be defined for this user. If the local workstation user is not defined in the Manage Facility Users page then NDTS will use the NDTS settings for the "Any unspecified" user to dictate whether data should be harvested in who it should be assigned to, if anyone. Note that if the datasets are not assigned to a NAN user then only facility staff will have access to them and they may reassign the data to the proper person from the data browser.

NOTE: Users may be added individually, but we also allow all the users with an email domain to be added automatically which can make adding users much easier for a facility.

NDTS Installation and Configuration

Identify a computer that will be used as the Gateway. See the Joining NAN page for technical details. Ideally this is a dedicated computer.