Sharing a work item

A work item is one finished piece of work: a research session, a draft, a document review, a review matrix, a timeline, a translation, or a case strategy report. Sharing one gives a named colleague their own way in, with their own account and their own attribution.

Work items are private until you share them. Being in the same organisation, or the same project, does not let a colleague open your run.

Why there is no Share button

Two conditions have to hold before any sharing control appears anywhere in Judicio. If Share is missing, it is almost always the first one.

1. Your organisation has at least two members. There is nobody to share with in an organisation of one, so Judicio hides the whole cluster: the Share button, the avatar stack, the row menu and the Shared tab all disappear. Add a colleague in Organisation settings and the controls come back.
2. You are on the Organisation plan. Starter and Professional are single-person workspaces, so they have no organisation and no sharing. See Subscription plans.

Both are about the workspace, not about the item. If a colleague can see Share and you cannot, compare those two things first.

Open Organisation settings (opens in a new tab)

Sharing is inside your organisation only

Every recipient must be an active member of your own organisation. There is no email invitation and no external guest.

Where the Share controls are

The same two entry points exist in all seven workspaces.

Control	Where	What it does
Avatar stack	The item's header, left of Share	Owner first, then collaborators. A green dot means that person is reading it now.
Share	The item's header	Opens the share dialog for the open item.
Transfer icon	The item's header, right of Share	Owner only. Opens Transfer ownership.
More-actions menu	A completed run's row in the workspace history	Holds Share and Transfer ownership without opening the run.
Avatar stack	A shared run's row in the history	The people on that run. It is absent on runs nobody else can open.

Two workspaces label the row menu more precisely, because the run covers several files. Translation reads Share translation. Document Review reads Share review, or Share review (all documents) on a run that covers more than one file.

A multi-file run is one item

A document review or translation that covers several files is shared as a whole. Your colleague gets every document in the run, not the one file whose row you opened the menu on. Starting a fresh run over the same files creates a new item, unshared.

The share dialog

The dialog is titled Share followed by the item's name in quotation marks.

Region	What it holds
Member picker	A tick-box list of your organisation's members. You, the owner, and anybody who already has access are left out of it.
Role dropdown	Appears on a row once you tick it. Editor or Viewer, starting on Editor.
People with access	The owner, marked Owner, then every collaborator with their role.
Footer	Done closes the dialog. Share commits your picks, and carries a count once you have ticked somebody.

The picker has no search box: it is the plain member list. When there is nobody left to add it reads No one left to add, with the line Everyone in your organization already has access. If the access list cannot be loaded the dialog says so and offers Retry.

Sharing an item

1

Open the dialog

Press Share in the item's header, or open a completed run's more-actions menu in the history and choose Share.

2

Tick the people who need it

Tick one or more members. A role dropdown appears on each row you tick, set to Editor. Change any of them to Viewer if they only need to read. You can mix roles in one go, and you can pick up to 50 people at a time.

3

Share

Share stays disabled until you have ticked somebody, then carries the count. Press it and Judicio confirms how many people it shared with.

Each recipient is notified, the item appears on the Shared tab of that workspace and on their dashboard home, and the new faces join the avatar stack. See Shared with me.

4

Close

Done closes the dialog. There is nothing else to save.

Managing access afterwards

Reopen Share on the item at any time. What you can do there depends on your own role.

Action	Where	Who can do it
Change a role	The dropdown on a collaborator's row	Owner only
Remove access	The cross at the end of a collaborator's row	Owner only
Add more people	The picker at the top	Owner or Editor
Leave the item	Leave, on your own row	Anyone who is not the owner

An editor sees the access list as plain text: they can add people but cannot change or remove anyone. Only the owner gets the dropdown and the cross. A viewer opening the dialog gets neither the picker nor the Share button, just the list of who has access and Leave on their own row.

Removing somebody takes effect at once. If they have the item open, Judicio tells them their access was removed and returns them to that workspace's home. They are notified either way. Their contributions stay on the item, still attributed to them, because revoking access controls who can open the item from now on rather than rewriting what happened.

Leave is the same action taken by the person themselves, so it is silent: the owner is not notified when a collaborator leaves. Changing somebody's role is silent too.

The permission matrix

Judicio has three separate role systems. They share the words Owner, Editor and Viewer, and they do not reach into each other. This section is where all three are defined.

Roles on a work item

One owner, and any number of editors and viewers. Owner is never assigned: it belongs to whoever created the item, and moves only through Transfer ownership.

What you can do	Owner	Editor	Viewer
Open the item and read every result	Yes	Yes	Yes
Read every follow-up thread	Yes	Yes	Yes
Open the item's source files	Yes	Yes	Yes
Watch progress and presence live	Yes	Yes	Yes
Export and download, in every format	Yes	Yes	Yes
Save an export back into your File Library	Yes	Yes	Yes
Ask a follow-up, or post in a thread	Yes	Yes	No
Stop, retry or re-run	Yes	Yes	No
Edit the results: dates, cells, findings, drafts	Yes	Yes	No
Generate a quick draft from the results	Yes	Yes	No
Rename the item	Yes	Yes	No
Carry the work into Drafting	Yes	Yes	No
Start a Case Strategy moot court session	Yes	Yes	No
Add people, as Editor or Viewer	Yes	Yes	No
Change somebody's role	Yes	No	No
Remove somebody's access	Yes	No	No
Transfer ownership	Yes	No	No
Delete the item	Yes	No	No
Leave the item	Transfer it instead	Yes	Yes

Three consequences are worth stating outright.

• Editors can add people at either role. An editor can bring in another editor, not only a viewer. What an editor cannot do is change or remove anybody who is already on the item.
• Deleting is the owner's alone. In all seven workspaces, an editor can contribute to a run but cannot take it out of the owner's history. When the owner does delete it, it goes for everyone.
• Viewers always keep export. Read-only means the item cannot be changed, not that the result cannot leave with them.

A Document Review finding can only be assigned to somebody who has editor or owner access to that review, because a viewer could not act on it.

Roles on a folder

Folder sharing lives in the File Library and records one of three roles: Viewer, Editor or Owner. It is organisation members only. The dialog takes an email address, but that address is matched against your organisation's member list rather than sent an invitation, so an address outside the organisation is refused.

Folder access follows the project

The role is recorded on the share. What decides who can open a folder today is the project it sits in: every member of your organisation can reach a project belonging to your organisation, and the folders inside it, whether or not that folder has been shared with them. Treat a folder share as a way to hand somebody a folder, not as a way to keep others out of it.

The folder screens themselves are documented in Sharing files and folders.

Roles on a project

A project has its own membership, entirely separate from both of the above. Add member picks from your organisation's members, and a member's row menu offers Switch to Viewer, Switch to Editor and Remove user. There are no email invitations and no external parties.

What you can do	Owner	Editor	Viewer
Open the project, its files and its history	Yes	Yes	Yes
Select the project's files to run a feature over	Yes	Yes	Yes
Rename or edit the project	Yes	Yes	No
Create folders, move and delete files	Yes	Yes	No
Add or remove members, and change their roles	Yes	No	No
Archive or delete the project	Yes	No	No

Read access to a project in your organisation is organisation-wide: a colleague does not need to be a member to open it. Membership is what decides who can change it.

A project role never opens a work item. A project member sees the project's activity trail, but a research session, review, matrix, timeline, translation, draft or strategy report opens only for its owner and the people it has been shared with. The two are documented separately for that reason: the project screens are in Managing project members.

The three systems side by side

	Work item	Folder	Project
Roles	Owner, Editor, Viewer	Viewer, Editor, Owner	Owner, Editor, Viewer
Owner assignable	No. Only by transfer	Yes	No
Who can be added	Organisation members	Organisation members	Organisation members
Grants access to the analysis	Yes	No	No
Grants access to the files	The item's own source files	Yes	Yes
Documented at	This page	File Library	Projects

When somebody leaves the organisation

A share stops working the moment either person is outside the organisation. A colleague who leaves or is deactivated loses the items that were shared with them, and their own items stay with their account. If work should stay with the team, have them transfer ownership while they are still a member.

Next steps

• Working together - presence, live updates and the draft edit lock.
• Transferring ownership - hand an item over for good.
• Shared with me - where a colleague's item lands for you.

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