Onboarding Guide

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Detailed steps for on-boarding a facility

1. Identify a computer that will be used as the Gateway. See the Joining NAN page for technical details. Ideally this is a dedicated computer.
2. 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 NMRhub username
3. Once created the facility manager or director that was added to the facility when it was created will have access to populate additional information on the NAN portal. 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.
4. Finish entering the facility information including:
   • A facility description
   • Adding 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
   • Add primary contacts
5. Save the facility information
6. Add spectrometers
   • 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
   • All information may be edited later
7. Add probes
   • 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.
8. 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.