Collaboration FAQ
Availability
Why can I not see a Share button?
Almost always because your organisation has only one member. Sharing controls appear once there are two or more, and until then Judicio hides the Share button, the avatar stack, the row menu and the Shared tab together. The other condition is the plan: Starter and Professional are single-person workspaces with no organisation. See Why there is no Share button.
Which features can be shared?
All seven: Research, Drafting, Document Review, Review Matrix, Timeline, Translation and Case Strategy. Files and folders have their own sharing in the File Library, and projects have their own membership. The three are separate systems.
Can I share with somebody outside my organisation?
Every recipient must be an active member of your own organisation. Work-item sharing does not grant access to external guests.
How many people can I share with at once?
Up to 50 in a single action. Share again to add more.
Privacy and access
Who can see my work items?
You, and the people you have shared each item with. Nobody else, including organisation admins. Being in the same organisation or the same project does not open a colleague's run.
Do organisation admins get access to everything?
No. Admins manage membership, billing and settings. They have no implicit access to members' work items. An admin who needs to see an item is shared it like anybody else.
Does adding somebody to a project let them open my research session?
No. A project role governs the project: its documents, its folders and its activity trail. A work item opens only for its owner and the people it has been shared with, whatever their project role. The two systems are defined side by side in the permission matrix.
Note that read access to a project belonging to your organisation is organisation-wide: a colleague can open it without being a member. Membership decides who can change it.
Does sharing a folder share the analyses run on those files?
No. Folder sharing and work-item sharing are independent. Sharing a folder does not create access to any run over its files, and sharing a work item lets a collaborator read that item's own source files without giving them the folder around those files.
What happens when somebody leaves the organisation?
Their access stops. Items shared with them close, and items they own stay with their account rather than passing to the team. If work should stay behind, have them transfer ownership before they go.
Roles
What is the difference between Editor and Viewer?
An editor works in the item: follow-ups, re-runs, edits, renaming, and adding more colleagues. A viewer gets the same item live and read-only, and can still export in every format. The complete table is here.
Can an editor add other people?
Yes, at either role: an editor can bring in another editor as well as a viewer. What an editor cannot do is change a role, remove somebody, transfer the item or delete it. All four are the owner's alone.
Can an editor delete the item?
No. Deleting is owner-only in all seven workspaces, so an editor can contribute to a run but cannot take it out of the owner's history. When the owner does delete a shared item, it goes for everyone on it.
Can I transfer ownership of my organisation?
No. Ownership transfer exists for work items only. There is no equivalent for an organisation, a project or a folder. Organisation membership is managed by role instead, in Organisation settings.
Can two people edit the same draft at once?
No. Drafting, and the draft surface inside Research, take a lock while somebody is editing. Everyone else sees the editor read-only, with a notice naming the person who holds it, until they finish. Review Matrix cells are not locked, because each cell is independent.
Do collaborators see my follow-up conversations?
Yes. Every thread on a shared item is visible to everyone with access, each message attributed to its author. Share an item only when the whole conversation should be team-visible.
Am I told when somebody changes my role?
No. Role changes are silent, and so is a collaborator leaving an item. You are notified when something is shared with you, when your access is removed, and when an item is transferred to you.
Costs and housekeeping
Whose credits does a collaborator spend?
Credits
The same balance the owner draws on. A collaborator's follow-up or re-run is billed to the organisation and recorded against the person who ran it, so per-member usage stays accurate. Opening, reading, filtering and exporting a shared item cost nothing. See Credits explained.
What happens to my contributions if my access is removed?
They stay on the item, still attributed to you. Revoking access decides who can open the item from now on. It does not rewrite what happened.
Does sharing a review or a translation share every document in it?
Yes. A multi-file run is a single work item, so your colleague gets all of it. Starting a fresh run over the same files creates a new item, unshared.
Troubleshooting
I shared it, but they cannot find it
Point them at the Shared tab in that workspace, or the Shared with me band on their dashboard home. If they were expecting an alert, check that Sharing alerts is on in the Collaboration group of their Preferences.
A colleague can open it but every control is greyed out
They are a viewer. Composers, editors and anything that changes the run are disabled for them, and several of those controls are labelled View-only access. Change them to Editor from the role dropdown in the share dialog, which only the owner sees.
The draft is read-only and names somebody else
Another collaborator is editing it. The notice above the editor is their name followed by a note that they are editing. It clears when they finish or close the item.
The item disappeared while I had it open
Your access was removed. Judicio says so and returns you to that workspace's home rather than leaving you on a screen that will not load. Ask the owner to share it again if you still need it.
I cannot find a colleague in the picker
The picker leaves out anybody who already has access, along with the owner and yourself, and it only ever lists active members of your organisation. Somebody who has just been added to the organisation, or who has been deactivated, will not be there.
The dialog says it could not load who has access
Press Retry in the dialog. The existing shares are unaffected: only the listing failed.
The Draft tab is missing from the assistant
It is withheld from viewers, because generating a draft changes the run. Editors and the owner see it on a finished item.
Next steps
- Sharing a work item - the dialog and the permission matrix.
- Working together - presence, live updates and the edit lock.
- Transferring ownership - moving an item for good.