How to Share Your Contents With Other Users
- Access/Edit Sharing Permissions for Workbooks, Tags, and Saved Searches
- Sharing Options: Read, Modify/Write, Admin
Introduction
In the PatentSight Business Intelligence, you can share your work (workbooks, tags, saved searches etc.) with your colleagues and with your PatentSight consultant directly in your account. Sharing contents is particularly useful if you are working in a team in an account with more than one user ID. You can benefit from each other’s analysis results, save time by sharing search queries and review each other’s work.
How to Share Your Contents With Other Users
How to Share Workbooks
1. Click on Workbook → Share in the main tool bar.
2. To share your object with another user (e.g., Sample User) or group of users in your account, tick the box of the sharing right you want to give them whether that's Read, Modify/Write or Admin access.
Access/Edit Sharing Permissions for Workbooks, Tags, and Saved Searches
Since workbooks, tags and saved searches all have the same saving place, their sharing settings can all be accessed and edited in the same way.
1. Click on Workbook → Organize in the main tool bar.
2. Access the folder where you have saved the content you want to share.
3. Select the content (e.g., a workbook) you want to share with another user and click on "Edit".
Alternatively, you can hover your mouse over the object you want to share with another user and click on the pencil icon.
4. Access the "Sharing Settings" at the bottom of the "Edit ..." dialog.
5. To share your object with another user (here: "Sample User 4") or with a group of users in your account, tick the box of the sharing right you want to grant them.
How to Share Folders
By sharing an entire folder, you can give access to all contents of this folder (workbooks, tags, saved searches, and subfolders) to another user or to a group of users.
1. Click on Workbook → Organize in the main tool bar.
2. Select the folder you want to share with another user and then click on "Edit"
3. Access the "Sharing Settings" at the bottom of the "Edit ..." dialog.
4. To share your folder with another user (here: "Sample User 4") or with a group of users in your account, tick the box of the sharing right you want to grant them.
How to Share Custom Fields
1. Click on Options → Manage Custom Fields in the main tool bar.
2. Click on the pencil icon displayed next to the Custom Field you want to share with another user.
3. Access the "Sharing Settings" at the bottom of the "Edit ..." window.
4. To share your Custom Field with another user (here: "Sample User 4") or with a group of users in your account, tick the box of the sharing right you want to grant them.
Sharing Options: Read, Modify/Write, Admin
- Read: Allows to access, but not edit the contents of the shared object. Contents can be edited after having saved a copy under a different name.
- Modify/Write: Allows to access and edit the contents of the shared object. Changing the sharing settings of the object (sharing with other users) or deleting the object is not possible.
- Admin: Allows to access, edit, and change the sharing settings and delete the contents of the shared object.
Note:
If you share a content with the group "Enterprise at ..." (or: "Essentials at ...", "Reviewers at...", "Readers at ...") displayed at the top of your list, your content will be shared with all Enterprise users (or: Essential users, Reviewers, Readers) within your account.
Your PatentSight consultant is not included in any of these groups. To share data with your PatentSight consultant, please tick the respective sharing right box(es) displayed next to PS Consultant (or Consultant PatentSight).
Good to know:
Once you have saved and shared a workbook with a colleague, or a member of the PatentSight team, you can now simply share the link with them. Meaning they can quickly access the workbook, without having to look for it in your shared folder.
Sharing Notifications
When a saved object is shared with another user or a PatentSight consultant, the recipient(s) will be informed by email. A sharing notification is sent when the following objects are shared:
- Workbooks
- Tags
- Custom Fields
- Saved Searches
- Folders
After sharing the rights (Read, Write/Edit, Admin) to another user, two additional check boxes will be activated.
Notify Recipients: The check box “Notify Recipient” is selected by default. All users selected will receive a notification by email. Please deselect the check box if you don’t want to send the notification to a particular user.
Add Message for Recipients: You can add a message to the sharing notification. Please check “Add Message for Recipients” to insert a text message.
Click on “Save” to trigger the email notification. A sample email notification is shown in the following screenshot. It includes the name of the sharing user (here: “Sample User”), the name of the shared object (here: “Sample Sharing Workbook”), the access rights (here: modify/write) and the direct link to the shared object. The additional message will be included in the notification body:
When a workbook is shared which includes Tags, Custom Fields or Saved Searches only one notification for the workbook will be sent. No notification will be sent separately for the Tags, Custom Fields or Saved Searches used in the workbook. The same applies to when a folder was shared including multiple workbooks or tags.
Note:
Only individual users and group members who have notifications enabled at the time of sharing can receive sharing notifications by email. If the recipient unselects notifications preferences in their Account Settings, this user will not be informed.
Newly selected group members will be notified when granted access to the object. Existing members will not receive notifications, and notifications will not be sent when access is revoked.
Notification Settings
To customize the notification preferences the recipient can set their settings under the Account Settings.
The default settings can be customized by selecting or unselecting the objects under Notification. Please click on “Apply” once you have selected the notifications you want to receive. In the example above only, notifications will be received when workbooks are shared. For all other objects (Tags, Custom Fields, Saved Searches, Folders) no email will be sent to the recipient.