ARCHIVED: In IU Alfresco Share, how do I invite collaborators to a site?

This content has been archived, and is no longer maintained by Indiana University. Information here may no longer be accurate, and links may no longer be available or reliable.

Note: The Indiana Clinical and Translational Sciences Institute (Indiana CTSI) retired its implementation of the Alfresco Share document collaboration service on August 31, 2015. Currently, site members have read-only access to their documents; the ability to upload new ones is disabled. For alternatives available to researchers at Indiana University, the University of Notre Dame, and Purdue University who want to store and share their documents using another service, see ARCHIVED: After the retirement of Alfresco Share, what other service should I use to store and share my research documentation? If you have questions about the Alfresco Share retirement, or need help choosing a replacement service, contact Indiana CTSI Support.

In Indiana University Alfresco Share, how you invite others depends on whether or not they're affiliated with IU, Purdue University, or Notre Dame University:

Inviting collaborators from IU, Purdue, or Notre Dame

  1. Log into IU Alfresco Share, and then navigate to the appropriate collaboration site, or ARCHIVED: create a new site.
  2. On the Site Dashboard, in the top right, click Invite.
  3. Under "People", search using your collaborator's first or last name.

    If the search returns nothing, you must first request an account for the collaborator; see ARCHIVED: How do I request IU Alfresco Share accounts for myself and my collaborators?

  4. If you find your collaborator, click Add next to the person's name. This will add the person to the box under "Invite Users".
  5. Click Select Role, and then choose a role for your collaborator.

    Alfresco Share provides four roles you can assign collaborators:

    • Consumer: Can only read content
    • Contributor: Can create, modify, or delete only his/her own content
    • Collaborator: Can create or modify anyone's content but can delete only his/her own, and can add/delete/invite users
    • Manager: Can add, delete, modify any site content or user

  6. You can repeat the search while remaining on the same page to add as many collaborators as you wish. To assign the same role to all invited users, click Set All Roles to, and then select the appropriate role.
  7. When you are finished adding collaborators and assigning roles, under the box of invitees, click Invite.

    This emails an invitation message to each collaborator, with a link for accepting the invitation. When an invitee clicks Accept invitation, it takes the collaborator directly to your collaboration site.

When an invitee accepts your invitation, you should see the collaborator and assigned role listed in the "Site Colleagues" box on your Site Dashboard.

Inviting collaborators not affiliated with IU, Purdue, or Notre Dame

  1. Log into IU Alfresco Share, and navigate to the appropriate collaboration site, or ARCHIVED: create a new site.
  2. On the Site Dashboard, in the top right, click Invite.
  3. Under "People", search using your collaborator's first or last name.
  4. If you find your collaborator, click Add next to the person's name. This will add the person to the box under "Invite Users".

    If you don't find your collaborator, at the bottom left, under "Add External (non-IU, Purdue, or Notre Dame) Users", enter your collaborator's first and last names (making sure there are no leading or trailing spaces) and email address, and then click Add.

  5. Click Select Role, and then choose a role for your collaborator.

    Alfresco Share provides four roles you can assign collaborators:

    • Consumer: Can only read content
    • Contributor: Can create, modify, or delete only his/her own content
    • Collaborator: Can create or modify anyone's content but can delete only his/her own, and can add/delete/invite users
    • Manager: Can add, delete, modify any site content or user

  6. You can repeat the search while remaining on the same page to add as many collaborators as you wish. To assign the same role to all invited users, click Set All Roles to, and then select the appropriate role.
  7. When you are finished adding collaborators and assigning roles, under the box of invitees, click Invite.

    This emails an invitation message to each collaborator, with a link for accepting the invitation. When an invitee clicks Accept invitation, it takes the collaborator directly to your collaboration site.

When an invitee accepts your invitation, you should see the collaborator and assigned role listed in the "Site Colleagues" box on your Site Dashboard.

This is document bbtd in the Knowledge Base.
Last modified on 2023-02-02 12:41:17.