Share a project

Anyone with an account on a collaboration server can share a project from their library, except guests. Whoever shares it becomes its owner and decides who else can open it and what each person can do.

Share a project

1. Open the project and select Share on the toolbar.
2. Under Server, choose the server to share it on. If you haven’t signed in to one yet, select Open Collaboration settings and add a server first.
3. Check the summary. It shows how many Files the project has and its Size, and it names the server that will be able to read the project’s files.
4. Select Share. Oleafly uploads the files and shows its progress.

Some things never leave your computer. The dialog lists them: build output, Oleafly settings and Git history.

The dialog also warns you about a few things before you share:

• The files are over the server’s limit. Every server has a largest project size, 200 MB unless its admin changed it. Make the files smaller or remove some.
• Your Oleafly library sits in a folder that iCloud, Dropbox or a similar service syncs. Two sync services would fight over the same files, so move the library out of that folder first.
• Some file names don’t work on every computer. You can still share, and other people get those files under a slightly different name.

If the upload stops partway, nothing is shared. Try again when the connection is back.

A folder you opened in place

A folder opened in place can’t be shared directly. The button says Copy into Oleafly and share instead. Oleafly copies the folder into your library and shares that copy. The original folder isn’t touched. From then on, edit the shared copy, not the original folder.

Add people

After you share, the same dialog shows People with access. It opens from Share on the toolbar, or from Manage sharing in the Live collaboration pane.

1. Under Add people, type a name, a sign-in name or an email address.
2. Pick the Role for people you add.
3. Select Add beside the person.

They get the project under Shared with you in their library. If the server sends email, they also get a message with a link that opens it. A server allows up to 20 people on one project unless its admin set another limit.

You can add anyone who has signed in to the server at least once. For someone who hasn’t, ask the server’s admin to let them in, or invite them as a guest.

Change a role or remove someone

Pick a new role beside the person’s name. The change takes effect for them at once, and nobody gets an email about it.

Select Remove to take someone off the project. Their copy stops syncing and stays on their computer as an ordinary project. When your access changes describes what they see.

A person you remove can’t come back through the project’s link, even with link sharing on. To let them back in, add them again.

Roles

Each person in a project has one role. The owner sets it.

Each project role can do everything the role before it can, and more.

What you can do	Owner	Editor	Reviewer	Viewer
Read the project and its comments	Yes	Yes	Yes	Yes
Compile on your own computer	Yes	Yes	Yes	Yes
Export	Yes	Yes	Yes	Yes
Edit text	Yes	Yes	As suggestions	No
Create, rename, move or delete files	Yes	Yes	No	No
Upload figures and other files	Yes	Yes	No	No
Comment and reply	Yes	Yes	Yes	No
Resolve and reopen comments	Yes	Yes	Yes	No
Suggest changes	Yes	Yes	Yes	No
Accept or reject suggestions	Yes	Yes	Only withdraw their own	No
Restore a version or a deleted file	Yes	Yes	No	No
Add and remove people, change roles	Yes	No	No	No
Change link sharing, comments and the access log	Yes	No	No	No
Stop sharing the project	Yes	No	No	No

Everything a reviewer types becomes a suggestion that an owner or editor accepts or rejects. Read Suggest changes.

Your role on the server is separate. A server admin can’t open your project in Oleafly unless you add them to it. Whoever runs the server can still read the data it stores, as Who can read projects explains. Sign-in and access has the server roles.

Server roles decide who can use the server. Project roles decide what each person can do in one project.

Link sharing

Turn on Link sharing to let anyone signed in to the server open the project from its link. Choose the Role for people who open the link, then select Copy link and send it. Anyone who opens it joins with that role.

Link sharing is available when the server’s admin allows it. Guests can’t join a project through its link.

Invite a guest

A guest is someone from outside your server, such as a co-author at another university. They see only the projects they’re invited to.

If the server allows guests, type the person’s email address under Add people. When nobody on the server uses that address, Oleafly offers Invite as guest. Pick their role and send the invitation.

• If the server needs an admin to approve guests, the invitation waits until an admin or maintainer approves it.
• If the server sends email, the guest gets an invitation email with a link that adds the server. If it doesn’t, Oleafly gives you that link to send yourself.
• If the guest already has an account on the server from an earlier invitation, they get the project straight away, once it’s approved if approval is on.

Invitations you sent appear under Invitations, with their status and the date they expire. An invitation is for one address and one project, and it ends after 14 days. Select Withdraw to cancel one.

The guest adds the server and signs in with an option that gives the server the invited address as a verified address, such as GitHub, the institution’s login or an email link.

Guests can open and compile the projects they’re invited to, and edit them if their role allows. They can’t share projects, invite people, see the server’s member list or join a project through its link.

Comments

The Comments switch in this dialog turns comments on or off for the project. Turning them off hides comments but doesn’t delete them. Comments explains what happens to comments people are writing at that moment.

Access log

Turn on Access log to have the server note who opens the project, joins it or downloads a copy, from which device and when. Only you, the owner, can see this list. It appears in the Live collaboration pane. The option is there when the server’s admin allows project access logs.

Stop sharing

Select Stop sharing and confirm. Everyone’s copy stops syncing and becomes an ordinary project on their computer. The server keeps the shared copy, read-only, for 30 days by default, then deletes it.

Leave a project

If you aren’t the owner, the dialog has Leave project instead. Your copy stops syncing and stays on this computer as an ordinary project. If the project has link sharing on, you can rejoin through its link later.