NVivo Collaboration Server Information and Guides

The NVivo Collaboration Server (NCS) is a managed virtual server that supports collaborative NVivo projects. When several researchers work on the same research data collection with NVivo, sharing access to the resources can be complicated. The NVivo Collaboration Cloud is one option, but it is quite expensive, and the resources are not hosted at the University of Melbourne. The NCS runs on the Melbourne Research Cloud in the University’s private datacenter. Because NCS NVivo projects are inherently collaborative, this Resource is not allocated to you as an individual researcher but rather to research Activities - as such an Activity is needed to access this resource.

How do I create an NVivo Collaboration Server Project?

Add the NVivo resource to your desired Activity on the Home page
Then, on the Home page, click the button titled “Request NVivo Project”
Complete the project request form ensuring you add all collaborators with the appropriate permission levels (you can always change these details later). Then, when you are ready, submit the project request
Once we have approved and completed your request, you will be able to view your NVivo Project and access the connection details to access the NCS by clicking “View Project” on the Home page

Setting up an NVivo collaboration project takes a bit of time, so you will see the project status appear as “Pending”. When we process your request, we will add you and your collaborators to the NCS, create the project and assign the relevant licenses and permission levels. When this is complete, we will notify you and your collaborators that the NCS project is ready to use. We aim to review and implement project requests in 2-3 business days.

How do I connect to the NVivo Collaboration Server?

First, install the NVivo Client on your Windows computer.

Important: We strongly recommend downloading QSR NVivo 20.6 (available from the Software Centre on any RCP Windows Researcher Desktop), particularly since NVivo 12 is not supported with any expertise by our team, and NVivo 14 does not support NVivo Collaboration Server at this stage (see more information here).

NVivo 20 icon on UoM Software Center Applications list

University staff and students can use the UoM license key to register the product. Information for installation and licensing is on ServiceNow. Make sure you use the license keys particular to the NVivo version that you installed.

The NVivo Collaboration server only works with the Windows Client. If you are on Mac or Linux, consider using the RCP's Windows Researcher Desktop service to access the NVivo Client.

Before you can connect you will need both an NVivo project and to be granted access to the server. If you do not have access or have not requested a project yet, see above 'How do I create an NVivo Collaboration Server Project?'.

You need to be connected to a UoM VPN to work with the NVivo Collaboration server.

Open the NVivo client application (which can be installed from the software centre)
Click on 'Open Other Project'
In the pop-up window that appears, change the selection in the dropdown menu from"NVivo Projects" to "NVivo Server Projects"
A new pop up window will appear, click on "Add"
Another pop-up window will appear, fill it in with the following information:
- Connection name: Unimelb NVivo Collaboration Server
- Host: nvivo.cloud.unimelb.edu.au
- Connect as: use “Current Windows User” if using a university computer or Researcher Desktop, otherwise select the alternate option and enter UNIMELB\your_unimelb_username
Click on Test Connection and then Ok. If the connection fails ensure you are on the admin VPN or using a Researcher Desktop
A new connection named "Unimelb NVivo Collaboration Server" will appear in the previous pop-up window. Click on it and your project will appear under Project Files. Click on this project and then on Open

How do I import an NVivo desktop project to the NVivo Collaboration Server?

Open the project that you want to import into. NVivo Collaboration Server projects must be opened exclusively
On the Import tab, click “Project”
Select the project you want to import
For an NVivo Collaboration Server project, select NVivo Server Projects, then the server from the Connection name field, and then the project in the Project files field.
Choose which project items you want to import
Choose how you want to handle duplicate project items
Click “Import”

Importing may take a few minutes. When finished, the Import Project Report is displayed — optionally print this report for your records, as you cannot access it again once it is closed.

Only item types that you select are imported. For example, if you import files only, any coding, see-also links, and annotations in the files are not imported.

FAQs

How do I add or remove a collaborator?

Please request a change for your NVivo project, to do so:

On the Home page, click on “View Project Details” button
Now that you can see your project, click “Edit”
Then under 'License Allocations' add or remove collaborators as desired
Click “Request Change” to submit the form

Can I assign the 'Project Creator' role to someone else?

Yes, please request a change for your NVivo project as outlined above, and assign the 'Project Creator' permission level to the desired participant.

Can I delete an NVivo project?

Yes, once you are finished with your NVivo project (or if you just want it deleted), follow these steps to request that we delete the project:

On the Home page, click on “View Project Details” button
Now that you can see your project, click “Delete”
Confirm Delete on the pop-up window

Where is my data stored?

Your data is stored on the University of Melbourne's datacenters, in Parkville, Victoria.

Is my project backed up?

Yes, your projects are backed up by the server automatically on a daily basis and retained for 14 days, but it’s always a good idea to keep a local backup of your work. You can use File -> Copy Project to maintain a local backup.