Collaborators

Learn how collaborators work in PEARS, including access levels and how to filter for records where you are a collaborator.

The collaborators feature allows record creators to grant other PEARS users access to view or edit their records. This is useful for team-based data entry, shared reporting responsibilities, or when multiple staff members need visibility into a record.

Supported Modules

Collaborators can be added to records in the following modules:

• Action Plans

• Community Events

• Program Activities

• PSE Site Activities

• Social Marketing Campaigns

• Indirect Activities

• Partnerships

• Coalitions

• Success Stories

Access Levels

When adding a collaborator, you choose one of two access levels:

• View Only — The collaborator can view the record details but cannot make changes.

• View & Edit — The collaborator can view and modify the record.

The record creator is automatically listed as a collaborator with View & Edit access and cannot be removed. Data Managers and Editable Users also have edit access regardless of collaborator settings.

Add a Collaborator

1

Click Add Collaborator

On the Collaborators page of a record, click the Add Collaborator button. A dialog box appears.

Screenshot: The Add Collaborator dialog showing the User search field, Access level dropdown, and Contributor checkbox

2

Select a User

In the User field, search for and select the PEARS user you want to add as a collaborator.

Only staff members with active PEARS accounts can be added as collaborators.

3

Set Access Level

In the Access field, choose the level of access for the collaborator. The default is View & Edit.

• View & Edit — The collaborator can view and make changes to the record.

• View Only — The collaborator can view the record but cannot make changes.

4

Mark as Contributor (optional)

Check the Contributor checkbox if this collaborator was directly involved in performing the work described in the record. See Contributors for more details.

5

Save the Collaborator

Click Save to add the collaborator. The collaborator now appears in the list on the Collaborators page.

Edit a Collaborator

To edit an existing collaborator, click the Edit button next to their name. Update the access level, contributor status, or number of sessions, then click Save.

Delete a Collaborator

To remove a collaborator, click the Delete button next to their name and confirm the removal.

Removing a collaborator immediately revokes their access to the record. This action cannot be undone — you will need to re-add them if you want to restore their access.

Filter for Collaborator Records

You can filter module list views to find records where you are designated as a collaborator.

1

Navigate to a Module

Open any module that supports collaborators (e.g., navigate to Engage > Program Activities).

2

Remove the Default Filter

The list view defaults to showing records filtered by Created By (your name). Remove this filter to see a broader set of records.

3

Apply the Collaborators Filter

Use the Collaborators filter field to type and select a name. This shows all records where the selected user is listed as a collaborator.

4

Review Results

The filtered list displays records matching your criteria. You can combine the Users and Collaborators filters to show records that meet both criteria.

A Contributed by a Collaborator filter option is also available to find records where a specific user is marked as a contributor.

PEARS does not support real-time simultaneous editing. If two users edit the same record at the same time, the last save will overwrite previous changes.

Module-Specific Details

For instructions specific to each module's collaborator workflow, see the Collaborators page under the relevant module:

• Action Plans — Collaborators

• Community Events — Collaborators

• Program Activities — Collaborators

• PSE Site Activities — Collaborators

• Social Marketing Campaigns — Collaborators

• Indirect Activities — Collaborators

• Partnerships — Collaborators

• Coalitions — Collaborators

• Success Stories — Collaborators