Share Library & Workspace
Share a folder with a supervisor, lab group or co-authors, choose what they can do, and manage access.
Overview
Instead of emailing PDFs back and forth, share a folder so everyone works from the same papers. There are two ways to share:
- Share a folder with specific people by email. Use this for a supervisor, co-authors or anyone outside your team.
- Use a team workspace to give everyone in your organization a shared library, with no invites needed.
Share a folder
Open the folder's options
In the sidebar, open the folder's Folder options menu and choose Share Folder. If the folder is already shared, the option is called Manage Access.
Enter an email address
Type your colleague's email address.
Choose a permission
Pick what they can do (see the table below).
Send the invite
Click Invite. Your colleague gets an email invitation.
Permissions
| Permission | What they can do |
|---|---|
| Can View | Read the folder's papers |
| Can Add Notes | Read the papers, plus highlight and write notes on them |
| Can Edit | Full control of the folder |
For a supervisor, Can Add Notes is often just right: they can comment on your papers without changing the folder.
Accept an invitation
The invitation email opens a page where your colleague clicks Accept or Reject. Until they accept, they show as Pending in the share dialog.
Once they accept, the folder appears in their own library under Shared With Me.
Work together
When you share a folder, you both work from the same papers. Collaborators with Can Add Notes or Can Edit access can highlight passages and leave notes, and you'll see their notes next to yours. See Notes & Annotation.
Change or remove access
Open the folder's Folder options menu and choose Manage Access. Under People with access you can:
- Change someone's permission using the menu next to their name.
- Click Remove access to stop sharing the folder with them.
If someone has shared a folder with you and you no longer need it, open its Folder options menu and choose Leave Folder.
Team workspaces
If your whole team uses Paperguide, a team workspace is simpler. Everyone in your organization gets a shared library without any invites. What each member can do depends on their workspace role.
You can still share a folder from a team workspace with people outside your organization, using Share Folder as described above.
To set up a team workspace and manage roles, see Organizations & Workspaces.