Sharing projects

A project belongs to the user who created it. Sharing lets that owner give other people access to the same project — either view-only or full editing — without transferring ownership and without an administrator having to intervene.

Shared projects appear in the collaborator's project list alongside their own, marked with the access level they were given.

Access levels

	Viewer (Can view)	Editor (Can edit)	Owner
Browse files, documents, schemas, prompts, runs, evaluations	✓	✓	✓
Download documents, results, and exports	✓	✓	✓
See who else the project is shared with	✓	✓	✓
Upload files and run preprocessing		✓	✓
Create and edit schemas and prompts		✓	✓
Start, cancel, and delete extraction runs		✓	✓
Upload ground truth and create evaluations		✓	✓
Rename the project / edit its description		✓	✓
Add, change, or remove collaborators			✓
Delete the project			✓
Transfer ownership			administrators only

Why editors can't re-share

Sharing and deletion stay with the owner so that a project always has one accountable person who controls the circle of access. An editor can change the project's contents, but cannot widen who can reach the data in it.

Sharing a project

1. Open the project and click the gear icon in the header to open Project Settings.
2. Scroll to the Sharing section.
3. Type the collaborator's email address, choose Can view or Can edit, and click Add.

The person must already have an account on this instance. If no active account matches the address, the app reports that no active user was found — it does not disclose whether the address is registered but deactivated. To bring in someone who has no account yet, an administrator must first invite them.

Changing someone's access

Use the dropdown next to their name in the Sharing list to switch between Can view and Can edit. The change takes effect on their next request — they don't need to sign out.

Removing access

Click the ✕ next to a collaborator to revoke their access. They lose the project from their list immediately; nothing they created in the project is deleted.

Collaborators can also remove themselves — that is the only sharing change a non-owner may make. Deleting a project removes all of its shares along with it.

What collaborators see

A viewer opening a shared project sees a View-only access banner at the top of the workspace, and every control they can't use is hidden rather than shown disabled: uploading and preprocessing, creating or editing schemas and prompts, starting/renaming/cancelling/retrying/deleting extraction runs, uploading ground truth, editing field mappings, and creating or deleting evaluations. Row checkboxes for batch actions are hidden too, and the Danger Zone in project settings is owner-only.

Everything that only reads stays available: browsing files and documents, previewing and downloading, viewing results and evaluations, exporting metrics, and viewing (but not editing) field mappings. The task-activity bell shows progress for shared projects, but only offers Cancel on projects the user can edit.

Live progress for preprocessing and extraction runs is delivered to every member of a project, so a viewer watching a run started by someone else sees the same real-time progress the owner does.

Sharing shares the data

A shared project exposes the full contents of that project — including uploaded source files and extracted document text, which may contain patient data — to the person you share with. Treat a share the same way you would treat handing over the files themselves, and check your organisation's rules on who may access which data before sharing. Every share, permission change, and revocation is written to the audit log.

Administrators

Sharing is independent of the ADMIN_ALL_PROJECT_ACCESS setting. When that setting is enabled, administrators can already reach every project and are treated as owners; when it is disabled (the default), an administrator sees only their own projects plus any that have been explicitly shared with them. See Security for the reasoning.