How Do I Share My Private Work With Others?

The CDR supports two options to share works that you have marked as private:

  1. “View/download” allows the specified person to view the work and download the files associated with that work. This option is best used for private works that you would like to share with specific people.
  2. “Edit” allows the specified person to edit the information associated with the work, upload new files and change the visibility settings. Essentially, they will have the same ability to alter the work that you have.

Anyone can view public works and download public files. There is no need to grant View/Download access to public works.
Additionally, you can only share works with persons who have an Onyen.  If you would like to grant View/Download access to someone who does not have an Onyen, consider using a single-use link instead.

How do I share a private work that has already been deposited?
  1. Log in to the CDR. Click on your Onyen in the top right corner and select “Dashboard” from the drop-down menu.
    user menu, the dashboard link is circled in red
  2. Click on “Works” in the left menu, then click on the title of the work that you would like to share.
    The "repository contents" section of the dashboard, with collections and works as options. Works is circled in red
  3. Click on the “Edit” button on the right side of the page.
    analytics, edit, attach child, add to collection and request deletion buttons on the work page. Edit is circled in red.
  4. Click on the “Sharing” tab.
    the top of the "Edit Work" page, with the Sharing tab highlighted.
  5. In the “Add Sharing” section, search for the Onyen of the user with whom you would like to share your work.
  6. Select “View/Download” or “Edit” from the “Choose Access” drop-down menu.
    "add sharing" screen, showing options to add a group and add a user. the "Choose access" menu displays "view/download" and "edit" as options
  7. Click “Add.”
  8. Click the “Save changes” button.
How do I share a private work during deposit?
  1. After you have uploaded your files and filled out the information about your work, click on the “Sharing” tab.
    the top of the "Edit Work" page, with the Sharing tab highlighted.
  2. In the “Add Sharing” section, search for the Onyen of the user with whom you would like to share your work.
  3. Select a “View/Download” or “Edit” from the “Choose Access” drop-down menu.
    "add sharing" screen, showing options to add a group and add a user. the "Choose access" menu displays "view/download" and "edit" as options
  4. Click “Add.”
  5. Click the “Save changes” button.
How do I modify or revoke access to a private work that I've shared?
  1. Log in to the CDR and navigate to the work that you would like to modify.
  2. Click on the “Sharing” tab.
  3. If you would like to modify the level of access that a person has to your work, select an option from the drop-down menu to the left of the person’s Onyen.
    modify access section on the sharing page displaying options to "View/download" or "edit"
  4. If you would like to revoke access, click the X to the right of their Onyen.
    shared with section, which highlights the box needed to revoke a user's access to the work
  5. Click the “Save Changes” button.
How will I know if someone has shared a private work with me?
You will not be sent an automated notification when someone shares a private work with you.
If you have been granted “View/Download” access to a work, it will appear in search results and can be discovered by browsing while you are logged into the CDR. You can view and download the work just like any other work that was not deposited by you. If you are not logged into the CDR, you will not be able to discover private works.
If you have “Edit” sharing access, all deposit edit options will be available to you, as well as the depositor. To find the Works you have “Edit” sharing access for:

  1. Login to the CDR. Click on your Onyen in the top right corner and select “Dashboard” from the drop-down menu.
    user menu, the dashboard link is circled in red
  2. Click on “Works” in the left menu.
    The "repository contents" section of the dashboard, with collections and works as options. Works is circled in red
  3. Select the “Managed Works” tab instead of “Your Works” tab, as you are not the original depositor of the work.
    managed works and your works tab on the works page. managed works is highlighted.
  4. When clicking into a record that has been “Edit” shared with you, all deposit edit options will be available to you, as well as the depositor.

Watch a video demonstrating how to share your work in the CDR!