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Sharing a Site: Getting Started Guide

Sharing a site in the Clear Ideas App is a crucial step in managing collaboration and ensuring the right users have access to your organized content. Follow the instructions below to prepare and share your site effectively.

Preparation

Before Sharing a Site: Checklist

Before you share your site, ensure the following:

  • Organize Information: Verify that all content is structured and grouped according to your preferences to facilitate easy navigation for users.
  • Review Site Settings: Double-check all site settings to confirm they match your intended privacy, notification, and collaboration preferences.
  • Best Practices: Ensure that any sensitive information is appropriately protected and that user permissions align with their roles and responsibilities.

Adding a User: Step-by-Step

1

Navigate to the Users Tab

  • Access the Users tab from your site page. The Users tab is located in the site navigation alongside Content, Analytics, and Settings.
  • Alternatively, you can access user management from the main users menu if you have multiple sites to manage.
  • Note: Only users with Admin role can add other users to a site.
2

Select 'New User'

  • Click on the "New User" button in the Users section.
  • A dialog will open where you can enter user details and configure access.
  • Note: If your account doesn't support adding users (e.g., free accounts), you'll see a message prompting you to upgrade.
3

Enter Email Address

  • Input the email address of the user you wish to add in the email field.
  • You can add multiple users at once by entering multiple email addresses separated by commas or pressing TAB after each email.
  • Multiple Users: Add up to 25 users at once. Enter each email and press TAB or comma to add it to the list.
  • If a user already has a Clear Ideas account, their name may appear automatically.
  • Existing Users: Users already added to the site will be highlighted to prevent duplicates.
4

Select Sites (If Applicable)

  • If adding users from the main users page (not site-specific), you'll need to select which site(s) to add them to.
  • Click the "Select Site(s)" field and choose one or more sites from the list.
  • Site icons and names help you identify the correct sites.
  • You can select multiple sites to add the same users to multiple sites at once.
5

Select Permission Level

  • Choose the appropriate permission level (role) for the user from the Role dropdown:
    • Viewer - Can view files but cannot download
    • Downloader - Can view and download files
    • Uploader - Can view, download, and upload files
    • Editor - Can view, download, upload, and organize files
    • Admin - Full access including user and settings management
  • Each role shows a description of its capabilities to help you choose the right level.
  • Learn more about User Permissions
6

Set Expiry Date (Optional)

  • Optionally, set an expiry date for the user's access by checking the "Set Expiry Date" option.
  • Choose from preset options (7 days, 30 days, etc.) or select a custom date.
  • Note: Free accounts are limited to 48-hour expiry periods. Professional accounts do not support expiry settings.
  • When the expiry date is reached, the user will lose access to the site automatically.
7

Add the User

  • Review all the information you've entered.
  • Click "Add User" or "Add Users" to confirm and add the user(s) to your site.
  • The dialog will close and the user(s) will appear in your users list.
  • Validation: The system will validate email addresses and show warnings for invalid formats or existing site members.
8

Make the Site Public

  • Once you've added all users, navigate to Site Settings > General.
  • Change the site's visibility status from "Private" to "Public".
  • This action will send notifications to all added users:
    • New users will receive an email invitation to join Clear Ideas and access the site.
    • Existing Clear Ideas users will be notified that they now have access to the site.
  • Users can then sign in and access the site according to their assigned permissions.

User Management Tips

Adding Multiple Users: You can add up to 25 users at once by entering multiple email addresses separated by commas. This is efficient when setting up a new site with many collaborators.

User Roles: Choose the minimum permission level needed for each user. Start with Viewer or Downloader and promote users to higher roles only when necessary.

Expiry Dates: Setting expiry dates is useful for temporary collaborators or time-sensitive projects. Remember that free accounts have limitations on expiry periods.

Existing Users: If a user already has a Clear Ideas account, their name will appear automatically when you enter their email. This helps verify you're adding the correct person.

Site Privacy: Keep your site Private until you've finished adding all users and organizing content. Once everything is ready, change it to Public to notify users.

Notification Preferences

Customize your notification settings (Settings > Notifications) to receive email alerts for specific activities, such as:

  • When a new user accepts your invitation
  • When users are added or removed from sites
  • When site settings change
  • Other significant site interactions

This ensures you stay updated on important site activities and user access changes.

By following these steps and considerations, you can efficiently manage user access and enhance collaborative efforts within your site.