Collaboration & sharing

You can share a whole project, or one folder of it. Either way you invite someone, give them a role, and they work in the same documents you do, live, seeing each other’s changes as they happen. Share the project and they get all of it: documents, sources, agent conversations. Share a folder and they get that folder, everything inside it and the project’s progress board, while the rest of the project stays yours.

A project can have up to 5 collaborators alongside its owner, whichever way you share.

What can each role do?

Three roles, and the difference between them is what they’re allowed to change.

Admin is full control, including sharing the project and changing other people’s roles. Admin is a whole-project role: a folder can be shared with a viewer or an editor, not an admin.

Editor is the working role and the one most collaborators want. An editor can do everything to the work itself, writing, restructuring, adding sources, running the agent, but can’t change who has access.

Viewer is read-only, which is narrower than it sounds. A viewer can read everything they were given, comment on the document, download a source and save one to their own library. What a viewer can’t do is change the shared work: no editing, no adding or deleting sources, no agent edits.

Export is the one that surprises people: it needs edit access, so a viewer can’t produce a PDF or a Word file of the document. If someone needs the finished thing, send them an export or give them Editor.

How do I share a project?

Open the project’s Share settings, enter an email address, choose a role, invite. You can change someone’s role later, or remove their access, from the same place. Both take effect on the project itself, so there’s no second copy to keep in sync.

The cap is 5 collaborators per project, not counting the owner, and Share tells you when you’ve reached it. If you need to bring in someone else after that, remove an inactive collaborator first.

Giving someone access to one project tells them nothing about the rest of your work.

How do I share one folder?

When a project holds a whole course, the thing you want to share is usually one assignment, not your notes and everything else you have read. Put the assignment in a folder, then open Share and pick that folder instead of the whole project. Opening the folder in the library and pressing Share, or choosing Share from the folder’s right-click menu, opens the same dialog with the folder already picked.

The person you invite sees that folder and everything in it: the draft, its sources, its notes, and any subfolders. Sources the draft cites but that live elsewhere in the project come along too, read-only, so you don’t have to reorganise your library to share an assignment.

The project’s progress board comes along as well. It is the board for the whole project, so the group plans on the same board you do, including any tasks you keep there for other work. Editors can change it and viewers can read it. The rest of the project stays private.

Invite by email or with an invite link, the same way as for a project, and choose Viewer or Editor. The invitation says which folder of which project it opens.

You can share a second folder with the same person later, and they keep one seat and one role across both. The project’s Share settings list everyone who has anything of yours and exactly what, folder by folder, and that is where you end a folder share or widen it to the whole project.

Can viewers really comment?

Yes, and it’s the most useful thing about the role.

A supervisor or a peer reviewer usually shouldn’t be editing your draft, but they do need to tell you what they think, anchored to the sentence they mean. Viewer gives you exactly that: comments in the document, without the ability to change a word of it.

If you want someone who can make changes as well as suggest them, they need Editor.

How do I leave a project someone shared with me?

From the project’s row in your sidebar, choose to leave it. Your access ends and the project disappears from your list. The project itself, and everyone else’s access, is unaffected. If you leave a project you currently have open, you’re returned to your workspace.

Anything you saved to your own library while you had access stays yours. Leaving doesn’t take it back.

Where do I go next?

• Working with the agent. What an editor can set running.
• Export. Sending a copy instead of sharing the project.

Still stuck?

If access isn’t behaving the way this page describes, someone can’t see a project or folder you shared or a role isn’t granting what it should, get in touch.