Target group: Enterprise, Essentials
Last updated: January 2021
CONTENTS
How to share your contents with other users
How to share workbooks, tags and saves searches
Sharing options: Read, Modify/Write, Admin
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The following items can be shared:
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Introduction
In the PatentSight BI, you can share your work (workbooks, tags, 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 others analysis results, save time by sharing search queries, and review each others work.
How to share your contents with other users
How to share workbooks, tags and saved searches
Since workbooks, tags and 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 item you want to share with another user and click on the pencil icon.
4 Click on "Sharing settings" at the bottom of the "Edit ..." window.
5 To share your item with another user (e.g., Sample User 2) or group of users in your account, tick the box of the sharing right you want to give them.
How to share folders
By sharing an entire folder, you can give access all contents of this folder (workbooks, tags, searches and subfolders) to another user or group of users with only one click.
1 Click on Workbook → Organize in the main tool bar.
2 Select the folder you want to share with another user by clicking on it and then click on "Edit".
Alternatively, you can hover your mouse over the folder you want to share with another user and click on the pencil icon.
3 Click on "Sharing settings" at the bottom of the "Edit ..." window.
5 To share your folder with another user (e.g., Sample User 2) or group of users in your account, tick the box of the sharing right you want to give them.
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Note By sharing a folder with another user or group of users, all contents saved in this folder will be automatically shared with these users. In the preceding example, Sample User 2 can now access all contents saved in the folder "Sample Folder" of Sample User 1, namely the search "Sample Search", the tag "Sample Tag", and the workbook "Sample Workbook". If you save new contents in a folder you have already shared, the users who have access to your folder, will automatically also have access to the new contents of the folder. |
How to share Custom Fields
1 Click on Options → Administrate 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 Click on "Sharing settings" at the bottom of the "Edit ..." window. 
4 To share your Custom Field with another user (e.g., Sample User 2) or group of users in your account, tick the box of the sharing right you want to give them.
Sharing options: Read, Modify/Write, Admin
- Read
Allows to access but not edit the contents of the shared item. 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 item. Changing the sharing settings of the item (sharing with other users) or deleting the item is not possible. - Admin
Allows to access, edit, change the sharing settings and delete the contents of the shared item.
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: Essentials users, Reviewers, Readers) within your organization.
Your PatentSight consultant is not included in any of these groups. If you would like to share your data with your PatentSight consultant, please tick the respective box(es) of PS Consultant (or Consultant PatentSight).
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Good to know: After having shared a workbook with another user or your PatentSight consultant, you can simply send them the link to the workbook. This will allow them to quickly access your workbook without having to access the saving folder.
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