Moving records between projects and datasets

Adding records to a dataset, removing them, and moving them to another project.

How-to

Records are organised in two ways: each record belongs to one project, and it can be listed in any number of datasets. Three actions on the recordset console change that organisation. You can add records to a dataset, remove them from a dataset, or move them from one project to another. All three act on the rows selected in the records table.

How it works

A project owns its records. Moving a record changes which project owns it; the record itself, its sequences and its attached files are unchanged. A dataset only refers to records, so adding or removing a record there changes nothing about the record, only about who can find it through that dataset.

Because access is per recordset, these actions also change who can see a record. After a move, the members of the new project can see it and the members of the old project cannot, unless they also belong to a dataset that lists it. Adding a record to a dataset makes it visible to that dataset's members. Dataset memberships are not touched by a move between projects.

There is no way to take a record out of a project. The platform refuses the request. If a record is in the wrong project, move it to the right one.

Before you start

The actions use the selection in the records table, and every row is selected when the console opens. Clear the selection and tick only the records you mean to act on; filter the table with its search box first if that helps. This is especially important for a move, which removes records from their current project. See The recordset console.

Add records to a dataset

Available from a project console, a dataset console or the Search page. You must be the Dataset Manager of the dataset you are adding to, and you must be able to read every selected record.

Select the records.
Open Management in the sidebar and choose Add Records to Dataset.
Pick the dataset from the drop-down and submit.

The drop-down lists every dataset you belong to, at any level, but the server accepts the request only for datasets you manage.

Good to know: Adding a record that is already in the dataset is not prevented and produces a duplicate entry.

Remove records from a dataset

Available from a dataset console only, to its Dataset Manager.

Select the records.
Open Management and choose Remove Records from Dataset.

The records stay in their project and in any other dataset. Only the reference in this dataset is dropped.

Limit: The selected record identifiers are sent in the page address, so a very large removal can exceed the address length the browser or server allows. Remove in smaller batches if a large one fails.

Move records to another project

Available from a project console only. You must be the Project Manager of the project you are moving to and of every project the selected records currently belong to. Platform administrators are exempt from this check.

Select the records to move.
Open Management and choose Move Records to Another Project.
Pick the target project from the drop-down and submit.

The records leave their current project and join the target. The move is written to the activity report of both projects, as Move-Out on the source and Move-In on the target, and the record counts on HQ are refreshed.

What changes for the record

	Add to dataset	Remove from dataset	Move to another project
Owning project	Unchanged	Unchanged	Changes to the target
Dataset memberships	One added	One removed	Unchanged
Specimen data, sequences, files	Unchanged	Unchanged	Unchanged
Who can see it	Dataset members gain access	Dataset members lose access	Follows the new project

Good to know

The sidebar shows these items to every member, but only managers can use them. If you are not a manager of the target, the request fails.
Records cannot be deleted from the console, and cannot be removed from a project.
Membership changes appear in the activity report up to an hour later.