For the complete documentation index, see llms.txt. This page is also available as Markdown.
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:
