How to accept a shared run or project via Share Link in BaseSpace Sequence Hub into a Private Domain

BaseSpace Sequence Hub (BSSH) is an Illumina cloud-based platform for data management, storage, and analysis. This article is for users who have registered for BaseSpace on or after 04-AUG-2026 and received a share link to accept into this new account

High-level steps

1. Create a collaborative workgroup in the private domain to receive the share.

2. Log in to the BaseSpace private domain then navigate to the BaseSpace Project share link.

Overview

Starting 04-AUG-2026, when registering for a BaseSpace account, new accounts are created within a private institutional domain. Private domains are able to interact with other domains after creating collaborative workgroups. Following the steps below allows users to accept shares and transfers from other domains, including the public domain (basespace.illumina.com, where legacy user data resides).

One quick way to verify if an account is on a private domain is to evaluate the website address.

In the screenshots above, the top image is from the BaseSpace Public domain. On the bottom, the BaseSpace account is on the domain "nwoawnni", separate from the public domain. (Note: this is just an example domain. Actual domain names will differ.)

Before accepting a share from another domain, complete a one-time setup step--creating a collaborative workgroup on the private domain. Once the collaborative workgroup exists, accepting shares is straightforward.

Step 1: Create a collaborative workgroup (one-time setup)

This step only needs to be done once. If there is already a collaborative workgroup on the domain, skip to Step 2.

For an account registered for a free trial after 04-AUG-2026 where the account is the only user on a domain, the one user is the the administrator.

1. Log in by navigating to https://login.illumina.com/ and entering the login credentials.

2. Select Admin on the left-column Navigation Panel.

   • Note: If the Admin option is not available, the current logged in user is not an admin. Either request that the user that provided the invitation to the domain to complete this step, or request Admin Access from a current domain admin.

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3. Select Workgroups, then + Create Workgroup.

4. Enter a name and other required information for the workgroup.

   1. 

5. Under the Collaboration section, select Allow collaborators outside of this domain.

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6. Select Create Workgroup.

7. Confirm the workgroup was created: open BaseSpace, select Personal in the top-right corner, then select Switch Workgroup. The new collaborative workgroup will appear in the workgroups on the current domain list.

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Step 2: Accept the share

1. Log in the BaseSpace account first.

2. Open a new tab (ctrl+t in most browsers), copy the share link provided by the collaborator, and paste it directly into the browser address bar.

3. A confirmation window will appear. Under Context to accept invite, select the collaborative workgroup from the dropdown menu, then select Accept.

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4. A Share Accepted notification will appear in the bottom-right corner of the page. Select that notification to navigate directly to the shared data or browse Runs or Projects to find the shared data.

Note:

The following message will present if a share was accepted into Personal space or a non-collaborative workgroup.

• "This share cannot be accepted because the sender is not an administrator of the organization that owns the data. Ask an administrator to send a new invitation, or accept this invitation into a collaborative workgroup. "

Resolve this by switching to the collaborative workgroup (Step 1 above) and paste the share link into the browser address bar again.

For any feedback or questions regarding this article (Illumina Knowledge Article #10260), contact Illumina Technical Support [e-mail].