Shared Tags and Notes

You can share information about a record with other users through workgroup tags, shared text and Email Reminders.

Set Workgroup Tags

These are tags that are available to all members but maintained by the Workgroup Administrator (see Add Workgroup Tags).

The Workgroup Tags page allows you to select tags that are available to your workgroup members. Selected tags appear in the Keywords area of a record and are only visible to the members of the workgroup.  This allows workgroup members to refer easily and quickly to records using termonology that is familiar and meaningful to the group (e.g. as a group of researchers working collaboratively).

To add/remove workgroup tags for a record

1. Navigate to the Edit Record page | Workgroup Tags tab for the record. The Workgroup Tags pane displays.

Note. For personal databases you will probably not be using workgroups, and there will be no workgroup tags listed under Available.

2. To move a tag to the Selected list, click it and click the right-arrow button.:

3. To remove it, click it in the Selected list and click the left-arrow.
4. Save you changes.

Tags will now appear under the relevant workgroup, letting you search records based on their tags:

Add Shared Text

The Text tab on the Edit Record page allows you to add extended notes to your record or engage in a discussion with other workgroup members.

There are two components in the text tab:

• Extended Text. This allows you to enter and edit multiple blocks ('chunks') of text. For each chunk, you can enter formatted text, and add links and graphics. You can set the editability and visibility of the content individually for each chunk. The Extended text area allows the user to add their own personal notes and choose to make them private (visible only to them) or public (shared with their workgroup or other specified workgroups or individual users.  In contrast to the Discussion area, which is intended for a shared view only.

Note. The Text Editor is very similar to the Notes field on the Private Information tab except that it defaults to being visible to other users (whereas the private Notes field defaults to being visible only to the owner of the bookmark).

• Threaded Discussions. The threaded discussion section allows nested discussion between group members, with each comment being owned by a specific user. Only that user can edit or delete their comments. This provides a space for the exchange of ideas or views and records the names of the contributors.

To enter extended text

1. Click on the Extended Text field:

This opens the Rich Text Editor:

(See Rich Text Editor.)

To add a new discussion comment

1. To start a new discussion, from the Discussion pane, click Add Comment.
2. Enter your text in the text field:

3. Click Save Edit to save the comment.
4. To add another, top-level comment, click Add Comment again.
5. To reply to another user's comment (discussion), click Reply to this for the comment.

Replies are nested:

6. Edit or delete top-level comments as required.

Send Email Reminders

You can notify workgroup members of one or multiple records you are working on immediately.

(See also Bookmark Record | Send Email Notifications.)

To send email notifications

1. Select one or more records.
2. Select Edit | Notify (Email).

The Share Records dialog displays:

3. Complete the dialog as follows:

• Who: Select who you wish to send the notification to: A specific user (member names are displayed as you start typing), a group, or enter an email address.
• Message: Add a message to be attached to the notification.

4. When complete, click Share.

The notification is sent immediately and includes a message and a hyperlink to the Search Results pane displaying the selected records.

If required, the recipient can then act upon the records as they wish: bookmark them, add them to their collection etc.

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