# Share a project Share a project on a collaboration server, add people and set their roles, use link sharing and guest invitations, and stop sharing or leave. 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](/docs/collaboration/get-started/#add-the-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](/docs/library/#folders-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](#invite-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](/docs/collaboration/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. | 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](/docs/collaboration/suggesting/). 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](/docs/collaboration/server/#who-can-read-projects) explains. [Sign-in and access](/docs/collaboration/server-access/#roles-and-permissions) has the server roles. ## 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](/docs/collaboration/comments/#turn-comments-off) 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.