How can I share my collection with other users?

Collections in Theator allow you to organize related cases into curated groups. Sharing a collection with colleagues is a convenient way to provide access to a set of cases for teaching, review, or collaborative purposes.

How to Share a Collection

1. Navigate to Your Collection: Go to Cases › Collections and open the collection you want to share.
2. Click the Share Icon: On the collection page, click the Share icon next to the collection name. It appears on collections you own. Smart collections don't have this icon -- share them from Manage instead (see "Managing Who Has Access" below). Default collections can't be shared, and neither can collections that belong to a quality initiative or a research project (they show an Initiative or Research project badge).
3. Select Recipients: In the sharing dialog, search for and select the colleagues you want to share the collection with. You can add multiple users at once. Next to each name, choose an access level -- Viewer is selected by default (see "Access Levels" below).
4. Confirm and Share: If you like, type a note under Add message, then click Share to grant the selected users access to the collection. (Copy link only copies the collection's web address -- it doesn't give anyone access.)

These steps describe sharing on a computer. On mobile, both the Share icon and the Share button in Manage Access open your device's share sheet with a link to the collection instead of the sharing dialog. Sending that link doesn't give anyone access to the collection, and you can't choose access levels there. Recipients can open it only if they already have access, so to add people, share the collection from Theator on a computer.

Access Levels

Sharing a collection never reduces the access someone already has. If a colleague can already see a case in full another way -- for example, as a participant or through their department -- Anonymous viewer doesn't hide its details from them, so don't rely on it alone to keep patient details private.

What Recipients Can Do

When you share a collection with another user:

• They can view the cases included in the collection, with the details their access level allows.
• They can watch recordings and review timelines for each case in the collection.
• They will see the collection appear in their Collections section for easy access.

Sharing a collection doesn't transfer ownership. You can change someone's level or remove their access at any time from Manage Access.

Managing Who Has Access

1. On the collection page, next to Who has access:, click Manage to open Manage Access.
2. To change someone's access, pick a new level from the dropdown next to their name.
3. To remove someone, click the trash icon next to their name.
4. To add people, click Share with someone.
5. Click Done when you're finished.

Manage is available to the collection's owner and to admins. Venue admins can also use it on collections owned by someone in their venue. It isn't shown for default collections or for collections that belong to a quality initiative or a research project, because you can't add, change, or remove people on those. On mobile, Manage Access lets you change someone's level or remove them, but adding people needs a computer (see above).

Tips for Sharing Collections

• Use collections for teaching by grouping cases that demonstrate a specific technique, complication, or best practice.
• Keep collections focused so that recipients can quickly find the relevant cases.
• Update shared collections as new relevant cases become available -- recipients will automatically see the updated contents.

Collection sharing makes it easy to facilitate structured case review and collaborative learning within your team.

What's Next?

• How can I share a case with other users? — Share individual cases
• Intro to Collections — Learn about collections
• Smart Collections — Collections that fill themselves from saved filters