How Do I Share Or Save A Workspace?

This article covers:

• How to Share a Workspace
• How To Save A Shared Workspace To Your Account

How to Share a Workspace

Go to the “Workspace” area and locate the Workspace that you want to share. Hover over the top-right of this Workspace and click on the “Share” option. In there, you can enter the email address of anyone who has a Patsnap account – this is not restricted to a specific company or organization, so you can share with external counsel, collaboration partners, etc.

You can also click the "Share" icon when in a Workspace to review who you have currently shared it with and to share it with more people. You are also able to share the Workspace via link, which will just provide them with Read permissions.

After clicking "Share" you will be given the option the share then entire workspace or just a folder of the workspace, using the tabs at the top.

You are also able to share the Workspace via link, which will just provide them with Read permissions.

Additionally, you can individually invite collaborators. When inviting collaborators you are able to assign each collaborator with a different level of permission, this includes: read, edit, admin or customized permissions. For each of these permissions, there are various different options available to you.

Read Only

If you give the recipient "Read only" permissions, this will allow them to view but not edit the elements of the workspace you have decided to share with them. These elements are:

• Records - This is set automatically when you give the recipient "Read" permissions, which allows them to read the records contained within the Workspace.
• Custom fields - This will allow the recipient to also view custom fields you have created for the Workspace.
• Comments - This allows the recipient to view comments you have made on patents contained within the Workspace.

Editor

If you give the recipient "Editor" permissions, this will allow them to edit the elements of the workspace you have decided to share with them. These elements are:

• Records - This allows the recipient to add or remove records in the Workspace.
• Custom fields - This will allow the recipient to add, or remove custom fields to the workspace. The recipient will only be able to edit custom fields they create. 
• Comments - This enables the recipient to add, edit or remove comments from the patents contained within the Workspace.

Administrator

Administrator has all the options available as the owner, including assigning patents, and moving folders.  

Customize

Customize allows users to choose specific permission levels. Which could include a mixture of permissions from the different categories available.

The difference between "edit" and "manage fields"

With the "manage field" permission users can change the value of any custom field, can add custom fields to the workspace and also edit other peoples customs fields, as well as their own.

While with the "edit" permission, users can change the value of any custom field and also add custom fields to the workspace, but can't edit other users custom fields (e.g. change the title and different options for values).

Advanced settings:

Synchronise field display between users, which ensures all users have the same field display settings as the owner of the workspace. 

Sharing deadline, which sets a time frame which the shared user can view the workspace for. 

Managing collaborators:

You can manage your collaborators by going to setting in the top left hand corner, or selecting collaborators in the top right:

Next, select "manage collaborators", select the shared workspace or folder you would like to manage, and then select "editing sharing settings" for a particular user

Where you can then edit a users permission and advanced settings:

How Do I Save A Shared Workspace To My Own Account?

There are two different ways to save a shared Workspace to your own account.

The first way is to select all the patents in the Workspace and copy them to a new Workspace.

You can click on "Select All" at the bottom of the results list and then select the "Copy to" link. Once there, you can either select one of your own Workspace folders or create a New Workspace and Workspace folder.

The second way is to export all the patents and then import them into your own Workspace.  

To do this, click on the "Export" button within the Workspace area.

Then, once it has been downloaded on to your desktop, navigate to your own Workspace folder that you'd like to import the file into and click on the "Import" button.