The following article outlines how to use the Collaborators section that is found within most PEARS modules. More information is provided in each section below. To jump to a specific section, click a link from the following list:
Overview
In the Collaborators section, the creator of a record can allow other users to view or edit the record. This section can also be used to give credit to other users who were involved and to describe their contribution.
The Collaborators section appears in the following modules and exports:
- Action Plans
- Community Events
- Program Activities
- PSE Site Activities
- Social Marketing Campaigns
- Indirect Activities
- Partnerships
- Coalitions
- Success Stories
- When a new record is created in PEARS, the Collaborators section is listed after the General Information section. The user who created the record is automatically listed as a collaborator.
- If no collaborators need to be reported, click Save and Continue to go to the next section, or click Save to view the record details.
Add a Collaborator
Add a collaborator to allow other users to view or edit a record. Optionally, specify if other users were involved the work reported in the record and describe their contribution(s).
- To add another user as a collaborator, click Add Collaborator.
The Add Collaborator window appears.
- In the User field, begin typing the name of another user, then select their name from the drop-down list.
- If the user was involved in performing the work described in this record, click the checkbox.
- In the Access field, specify which level of access the user should have for the record.
- Optionally, describe the user’s contribution to the work described in the record.
- If the collaborator is being added to a Program Activity record, optionally indicate the number of sessions the user was involved in delivering.
- Click Save to add the user as a collaborator.
- The collaborator now appears in the list. Click Save and continue to save the page and move to the next section, or click Save to save the current changes and view the record details.
Edit a Collaborator
- To edit a user’s permissions or contributions, go to the Collaborators section and click the Edit button next to the applicable user’s name.
- The Edit Collaborator window displays. Make changes as needed, then click Save.
Delete a Collaborator
- To remove a user from the list of collaborators, go to the Collaborators section and click the Delete button next to the applicable user’s name.
- The user is no longer a collaborator and their name is removed from the list.
View Collaborator Data
Collaborators are listed on the record details page, when editing records, and in exports.
- Record details
After selecting a record from the list, the details appear. The Collaborators section appears directly below the General Information details.
- Edit a record
When editing a record, the Collaborators section appears directly after the General Information section. - Exports
In exports, a sheet titled “Collaborators” lists collaborator data for the exported records.
In the Program Activities & PSE Site Activities exports, a list of collaborators and contributors is also included in the Program Activity Data / PSE Data tab.
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For instructions on viewing records in which you are listed as a collaborator, see the article Filter for Collaborators.
! CAUTION:
PEARS does not support real-time collaboration. Only one person at a time should edit a record. If multiple people are editing a record simultaneously, the changes saved last will be reflected in the record.
NOTE:
Action Plan Outcomes do not include a Collaborators section. The collaborators listed on the linked Action Plan are given the same permissions on the Action Plan Outcome.
NOTE:
The following modules are only available for organizations that use PEARS for Extension reporting:
Action Plans
The following modules are only available for organizations that use PEARS for SNAP-Ed reporting:PSE Site Activities
Social Marketing Campaigns
The following modules are only available for organizations that use PEARS for SNAP-Ed reporting:
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Using the Collaborators section is optional in PEARS. Records can be created without specifying collaborators. Please follow guidance from your organization on how to use this section.
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In order to mark the record as complete, you must click Save and Continue or Save on the Collaborators page.
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Only staff members that have active PEARS accounts can be added as collaborators.
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The user that created the record is automatically listed as a collaborator that is also a contributor (involved in performing the work described in the record). This user is automatically given view & edit access.
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If the user that created the record is removed from the list of collaborators, they will still have access to view and edit the record.
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Checking this box designates the user as a Contributor. In the list of collaborators, a green checkmark indicates that the user contributed to the work performed.
For more information on contributors, see the article Contributors.
For more information on contributors, see the article Contributors.
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All users that are given View Only or View & Edit access to the record will be able to view the record details in the applicable module and export.
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Users that are given View & Edit access to the record will be able to view the record details and make changes to the record. These users cannot delete the record. Only the record creator and Data Managers can delete the record.
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Once the page is saved, collaborators are automatically listed in alphabetical order by last name.
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In order to mark the record as complete, you must click Save and Continue or Save on the Collaborators page.
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The following users automatically have View & Edit access. The access level cannot be changed for these users:
The user that created the record
Editable Users
Data Managers
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If any of the following users is removed from the list of collaborators, they will still have access to view and edit the record:
The user that created the record
Editable Users
Data Managers
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All users that are given View Only or View & Edit access to the record will be able to view the record details in the applicable module and export. Only users that are given View & Edit access can edit the record.