Sharing Access to a Draft Resource

Resources (places, names, locations, and connections) that you create in Pleiades are kept private from other contributors while they are still in "Drafting" state. Members of the Editorial College have the ability to view and modify such drafts, but normally they do not exercise these powers unless you request assistance (e.g., via email to pleiades.admin@nyu.edu). But sometimes colleagues and members of organized projects would like to be able to view eachother's work while still in draft, and even in some cases both have the ability to add and modify to it before it is submitted for review.

In order to share access to a draft resource with another person, that person must also have a Pleiades account and you must modify the "Sharing" settings on the resource in question, using that person's username and specifying the access roles they are to be granted. Organized research projects can also request (email pleiades.admin@nyu.edu) the establishment of a "group" to which several Pleiades user accounts can be assigned. The corresponding groupname can be used like a username in the "Sharing" settings tab on a resource.

To access "Sharing" settings on any resource, you must already have the "Edit" role assigned to you. This is done automatically when you create a new resource or a working copy of an existing one.

1. Login to Pleiades.
2. Navigate to the Drafting-state resource you wish to share.
3. On the gray, tertiary menu bar, select "Sharing".
4. On the Sharing settings form, enter the username or groupname in the "Search for User or Group" text box and select the "Search" button. A table of matching user and group names is displayed.
5. In the table, check the checkbox(es) next to the name of interest in order to grant the corresponding access role(s) you wish. When you have activated all the desired roles, select the "save" button at the bottom of the form.

The "can add" role allows the designated user or group to add subordinate resources. If you want your colleague(s) to be able to add new locations, names, or references to a your place resource, you should grant then the "can add" role. They will also need the "can view" role.

The "can edit" role allows the designated user or group to modify the attributes of the current resource. If you want your colleague(s) to be able to modify the summary, bibliographic references, and other details of a given resource, you should grant them the "can edit" role. The will also need the "can view" role.

The "can view" role allows the designated user or group to see the current resource. Without it, they will not be able to access the resource at all, even if you have given them "can edit" and/or "can add". Use this role by itself if you only want to give them the ability to see, but not modify, your resource.