How do I share the worksheet with my colleagues? How does sharing with collaborators work?

Share your worksheets with colleagues so that you can edit and evaluate them together!

If you would like to share your worksheets with colleagues so that you can edit the worksheets and check the results together, go to the Share page of the worksheet and navigate to the Add Collaborators section. It is important to note that only Redmenta Plus subscribers can add collaborators to the worksheet. To upgrade to Redmenta Plus, click here. 

Once you have found the search box under the Add Collaborators section, search for colleagues who are also registered users of Redmenta and with whom you would like to share the worksheet. You can start the search by the colleague's name or by username for a more precise match. Once you find the user you are looking for, click on their name to add them. 

Once you've added your colleagues as collaborators, you can also set the permission level for them. If you don't change this, the worksheet will default to Collaborator, or you can select Observer or Learner.

Collaborator: the Collaboration permission gives the right to edit the worksheet and also to review, mark, and approve the completions. 

Observer: a collaborator with an Observer permission does not have the right to edit the worksheet but can review the results, mark the work of the students, and write feedback, so they have access to all functions of the Results page. This includes the ability to create Excel exports, approve results, etc.

Learner: a collaborator with a Learner's permission can complete the worksheet only; they have no other access. 

It is important to note that worksheets shared with collaborators will be available to colleagues until you remove them from the collaborators list or delete the worksheet. In case of deletion, the worksheet will be deleted from everywhere (including collaborators) if you are the original editor, i.e. you created the worksheet and you are the one who deleted it. If you delete something as a collaborator, the worksheet will still be available for the original editor and all other collaborators.

Tip: it's a good idea to let your collaborators know if you want to delete a worksheet you've created and shared with them, so they can clone it before you delete. By cloning, they can make a copy of your worksheet, which will not be linked to your account in any way. So you can delete the original worksheet, your colleagues will not be affected after cloning. They will still have a copy of the worksheet, even if the original is deleted. 

It is also important that the sharing with collaborators and students takes place in two separate sections. So far, we've talked about adding collaborators, but if you want to share the worksheet with students or with groups, you need to scroll to Share with learners, select a sharing level, and add students or groups to the worksheet sharing. You can add learners by name, or by username for a more precise search, in the field shown in the image: 

You can assign the same roles to learners as you do to collaborators. The difference is that you can share the worksheet with collaborators even if the sharing level remains private.

It is therefore worth separating sharing with learners and sharing with collaborators in each case. So, for example, if you want to limit the visibility of the worksheet to students and reset the sharing level to private, your collaborators will still be able to access and work with the worksheets, but students will not. In this sense, the sharing levels will apply to students only, since colleagues added in the collaborators field will be able to access the worksheet with the permissions you specify, regardless of the sharing level.