INTRODUCTION
Have you ever found yourself wishing that you could share an IMPLAN project with a colleague? Maybe you need to double check that the inputs used for the project’s Events are accurate, or perhaps you want to replicate a methodology from a previous project that is in your boss’s account. With the latest update to IMPLAN Cloud, user-to-user project sharing and project transferring has been enabled! In this article, we will walk you through how to share projects in IMPLAN, transfer projects, and the best practices for making this a seamless process.
Currently, IMPLAN projects can only be shared with or transferred to other IMPLAN users who have active subscriptions to the same Regions in IMPLAN Cloud. To learn more about adding users to your subscription, please reach out to your CSM at support@implan.com.
PROJECT SHARING
The recipient of a shared project cannot duplicate the project or share with a 3rd party. If there is a need to duplicate the project, consider transferring ownership instead.
To share a project with another IMPLAN user, start from the IMPLAN Cloud Dashboard, then navigate to the Projects page.
From the Projects page, click the abacus icon on the right side of the project that you would like to share.
A drop down menu will appear, then select ‘Share Project’.
From here, you will have to type in the email of the person/s with whom you would like to share the project. *Warning - Be sure to double check the email address. If the email is spelled incorrectly, the project will not be shared or could be shared with the wrong person.
After typing an email address, press enter or tab (if you would like to share with multiple people, press enter or tab after each email written). The email will then appear with an ‘x’ next to it confirming the email is now in place. You can include additional emails if there are other people with which you would like to share the project. After you type out all the emails, press the confirm button.
A pop-up will appear, and show you the email address of the person/s whom you would like to share with. If they are correct, press confirm again. The project will now be shared! The recipient will automatically receive an email when a project has been shared with them, unless they have turned off their notifications.
Any project shared with another user will have a ‘multiple user’ icon appear next to the Project Name. This icon will turn teal to indicate when any user is active in the project.
This same process also works with folders. To share a folder, you would go through the same steps as sharing a project, but instead click the abacus icon next to the folder.
To remove any shared users from a project or folder, simply click the ‘x’ next to their name, and press confirm again.
PROJECT TRANSFER
In addition to sharing a project, users are also able to Transfer ownership of a project to another IMPLAN Cloud user (with the same active subscriptions). Transferring ownership also ‘shares’ the project with the person who transferred it. So the original owner does not lose access to the project, but it will now appear in their ‘Shared With Me’ folder. Unlike sharing a project, a Transfer will allow the new owner to take complete control of the project; allowing them to rename, move, delete, duplicate, and/or share the project.
It is important to note that transferring a project that uses a Custom Aggregation Scheme or Combined Region, does not transfer the Scheme or Region itself. Those will only be usable within the transferred project or any duplicated versions of that project. However, transferring a project with a Customized Region does transfer the Customized Region to the other user’s account. These can be accessed by using the Region’s search bar.
A project transfer has similar steps as project sharing. First, select the project that you want to transfer by clicking the abacus icon, then select the ‘Transfer Ownership’ option.
From here, you will have to type in the email of the person with whom you would like to transfer ownership of the project. Check the box to confirm you understand, then select ‘Continue’.
*NOTE - You will get a notification that the project has been transferred at the top of your screen, even if the email that you typed is incorrect. Be sure to double check the email before transferring or sharing the project!
*Note - Unlike project sharing, project transfers cannot be undone by the original owner. If you have accidentally transferred a project to the wrong person please contact support@implan.com.
WORKING IN A SHARED PROJECT
When a project is shared, it will appear in the recipient’s ‘Shared With Me’ folder.
When a project is transferred, it appears in the recipient’s ‘All Projects’ list according to the date it was last opened. To find the transferred project, you can sort the list by ‘Name’ or ‘Last Opened’ date.
Please be advised that there can be only 1 active editor on a project at a time. Users will be able to see when there are other active users in the same project, as the multiple user icon will be highlighted in teal. If possible, try to avoid working in shared projects concurrently with other users.
If you open a project while there are active users, a popup will appear notifying you who is the active editor.
When the active editor makes changes to a project, these may not be automatically reflected in the shared user’s screen. The shared user may refresh the project at any time to view edits. The active editor will remain in control of the project until they exit the project either by returning to the Dashboard or Project page.
If there is more than one shared user in the project when the active editor exits, control will pass to the second user in the queue who opened the project. When this occurs, additional users will be notified of the new active editor, and a new popup will appear with the name of the active new editor.
Due to the queuing nature of project sharing, users are unable to have multiple IMPLAN browser windows open while in the same project. For example, the shared user or editor cannot have both IMPLAN’s Region page and Impact page open within a shared project.
EMAIL NOTIFICATIONS
By default, users will automatically receive an email notification alerting them when a project has been transferred to or shared with them. Users can opt out of email notifications by changing the notification settings in User Preferences.
To access Preferences, click on the avatar at the top right of the screen.
A drop down will appear. Then, click on the Preferences tab on that drop down.
After that, a screen will appear where you can then click ‘Notifications’. In the ‘Notifications’ tab, there will be a slider for email notifications. Either turn it on or off (to your preference) then click save!
If email notifications are enabled, the recipient will receive an email similar to the one below, indicating the project has indeed been shared or transferred along with a link to open the project!
If you have any problems accessing a shared or transferred project, please contact the original project owner. If you encounter any technical issues, email support@implan.com.
MULTI-SELECT PROJECTS
Multi-select is now available for projects! Select multiple projects at once by clicking the checkbox next to the Project Name, then select the abacus symbol to Move into folders. This is the only option available while using the Multi-select feature. If you wish to Delete or Share multiple Projects at a time, simply create a New Folder, add the selected Projects, and then Delete or Share the folder.
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Written October 6, 2022
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