Table of Contents


Q: Why can't I create folders ? How can I organize my entries without folders?

A: TUM eLabFTW is designed around a metadata-driven organization rather than traditional folder structures. This approach promotes flexibility, scalability, and powerful search capabilities.

More information and examples: https://collab.dvb.bayern/x/MwPca

Q: Do I need to create a tag hierarchy?

A: No! Tags in TUM eLabFTW are flat and non-hierarchical by design. You don’t need to nest them. Instead, use consistent naming conventions like Project:Name, Year:2025, or Type:Protocol to simulate structure while keeping the system flexible and searchable.


Q: How do I create checkboxes in the editor or use the Steps field?


A: The Steps feature allows you to create checkboxes and manage tasks in a structured way. To use it, open the item (experiment, resource, or template) in edit mode, then scroll down to the Steps section. Here, you can:

  • Define individual steps
  • Set a deadline and a completion time for each step
  • Enable notifications to stay on schedule
  • Insert steps directly into the editor by clicking “Copy step to cursor position”, allowing you to reference them within your content

This makes it easy to track progress and keep your workflow organized.

Steps for Templates

Best Practice: To ensure consistency and enforce structured workflows across your team or projects, we recommend using templates in combination with the Steps feature. This allows you to predefine step sequences and reuse them efficiently, saving time and maintaining quality standards.


Q: Can I do calculations directly in the editor?

A: Unfortunately, not at the moment. The editor does not support built-in calculations or formulas.

However, you can upload spreadsheets (e.g., Excel or CSV files) to your experiments, resources, or templates.

Q: How do I add images to the editor?

A: You can insert images into the editor by going to Insert → Image in the toolbar.

📌 Note: This feature is still under development and may not work perfectly in all cases. If you encounter issues:

  • Try uploading the image as an attachment instead.
  • Or link to externally hosted images using the image URL.

Q: How do I add links in the editor?

A: You can add links in two main areas: within the editor and in the metadata section.

In the Editor:

  • Link to other experiments or resources: Type # followed by the entry name. TUM eLabFTW will automatically suggest matching entries and create a link. These links also appear in the metadata.
  • Link to external websites: Highlight the text you want to turn into a link, then go to Insert → Insert/edit link in the toolbar. Paste the URL and confirm.

In the Metadata:

  • Link to other experiments or resources: Use the built-in search to find entries by author, title, or category and link them directly.
  • Add custom links: Create an extra metadata field and paste any URL you want to include.

Q: What is the storage limit quotas/size?

A: There are file size limits and team storage quotas.

More information: https://collab.dvb.bayern/x/PQjca

Q: How long will my data be stored?

A: We are not planning on shutting down the services soon, and we are planning to retain data of teams until their projects are finished. However, we can not guarantee the long-term uptime of eLabFTW. And the tool is not suited as a long-term archival solution. 

More information: https://collab.dvb.bayern/x/UgPca

Q: How to do long-term archival? 

A: There might be some financial or legal requirements that oblige researchers to retain and archive data for prolonged periods. TUM eLabFTW is not suited for this. For long-term storage and archival of data, please export your data and upload it to other services. Make sure to comply with rules on data anonymization.

More information: https://collab.dvb.bayern/x/UgPca

Q: How can I delete data / my account / my team?

A: There are three cases where data can be deleted: When the project is finished, for legal reasons, and because users are leaving. We offer a deletion forms for the first two cases, and a guide for team-admins for the last case.

More information: https://collab.dvb.bayern/x/UgPca