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This Delphion Help Center page specifically addresses Shared Work Files. See the Work Files Essentials page for information on creating, adding, deleting, merging, and cloning Work Files. See Work File Annotations for information on how to add comments and attachments to Work Files. What are Shared Work Files? Work Files are customized lists of patents you create to work with in any manner you choose — Work Files are saved indefinitely for you. When you create a Work File, you can combine the results from multiple searches into a consolidated list, choose just a few patents, enter multiple patent numbers, or import a list of patents from another application. (See the Work Files Essentials page for more information on Work Files.) Shared Work Files are Work Files you have already created that you want to share with others. Shared Work Files are created by an "owner" and shared with one or more "recipients." Whenever the owner edits a Shared Work File, the same edited version is seen by all recipients. Recipients have view-only access to a Work File that has been shared with them. [back to top] What you can do with Shared Work Files With Shared Work Files, you can collaborate with others for a variety of purposes, such as:
Who you can share Work Files with Delphion Unlimited and Premier subscribers can share their Work Files with other Delphion users. Delphion Basic users can see Work Files that have been shared with them, but cannot initiate Work File sharing. If an unregistered user tries to access a shared Work File, a Delphion registration page will display letting them complete the free Basic registration process. You can share Work Files with individuals, your entire company or group account, or with a wider audience via a web page. See Selecting recipients for Shared Work Files for more information on sharing options. [back to top] Sharing Work Files with Derwent records If you are an Unlimited or Premier user on a group/contract account and you have a group/contract subscription to Derwent on Delphion, you can share the Derwent records in your Work File with individuals or with your company or group. Recipients will then be able to view the Derwent records in the Work File regardless of their own subscription level. Recipients will not incur Derwent Record View charges for records viewed from within a Work File that has been shared with them. No one can share Derwent records from a Work File with the public through the public URL option. If your Work File contains both patent office and Derwent records, you may share it with the public. However, only the patent office records will be viewable from the web page created. If your Work File contains only Derwent records and you attempt to share it with the public, the web page that you create will show "No hits found." If you are an Unlimited or Premier subscriber (group/contract or individual/credit card) and you use Derwent on a Pay-per-use basis, you cannot share Derwent records. If you share a Work File that contains both patent office and Derwent records, the patent office records will be available to those you shared with, but the Derwent records will not. If you share a Work File that has only Derwent records, nothing in the Work File will be viewable to those with whom you shared. Find out more about group/contract accounts and Derwent subscriptions here. [back to top] How to share Work Files This instruction assumes you have already created the Work File you want to share. See the Work Files Essentials page for information on creating Work Files.
Selecting recipients for Shared Work Files You can share Work Files in three ways. In all cases, recipients must log in or register to view the Shared Work File (see Who you can share Work Files with). All three sharing options are accessed from the Share Work File page, in the Select recipients for Shared Work File section: You can use multiple sharing options at the same time, you are not limited to just using one of these options. For example, you can share with selected individuals while at the same time using the public share option. Or you can share with your whole company or group and selected other individuals. Work Files can also be shared multiple times, see Working with Work Files you have already shared for information on this process. Share with individuals Choose this option when you want to share with one or more individuals.
When the link is activated, the recipient is prompted to log in and is then taken to their Work File Administration page where their "new" Work File is added to their Shared Work Files list. See Working with Work Files which have been shared with you for information on what recipients can do with their Shared Work Files. Share with your company or group Choose this option when you want to share your Work File with everyone in your company or group account. NOTE: If you are not a registered user under a company or group account, this option will not appear on your Share Work File page.
NOTE: Your company or group administrator can request that Delphion disable this option (for your whole company or group). If the option is disabled, it will not appear on your Share Work File page. Create public page Choose this option to create a publicly accessible web page (on the Delphion Research website) containing the Result Set view of the Work File you are sharing. NOTE 1: Users who view a publicly accessible web page will not have the Work File added to the Shared Work File section of their Work File Administration page. NOTE 2: No one can share Derwent records from a Work File with the public through the public URL option (see Sharing Work Files with Derwent records above).
Summary of sharing options
[back to top] Revoking sharing access
Revoking sharing access from individuals Revoking individual sharing means that an individual will no longer have access to a Work File that had been shared with them and the Work File will be removed from their Shared Work File list. Revocation of individual sharing does not delete the Work File from the owner's list of available Work Files, nor does it revoke company/group or public sharing privileges that may be in affect. This instruction assumes that you are the owner of the Work File. To revoke individual sharing:
Revoking sharing access from company or group accounts Revoking company or group sharing means that company/group members will no longer have access to a Work File that had been shared with them. The Work File will be removed from their Shared Work File lists. Revocation of company/group sharing does not delete the Work File from the owner's list of available Work Files, nor does it revoke any individual or public sharing privileges that may be in affect. This instruction assumes that you are the owner of the Work File. To revoke company or group sharing:
Revoking public sharing means the public will no longer have access to the web page on the Delphion website that displays the Work File Result Set for the Work File that had been shared. People who have the URL and try to access it will receive an error message. Revocation of public sharing does not delete the Work File from the owner's list of available Work Files, nor does it revoke any individual or company/group sharing privileges that may be in affect. This instruction assumes that you are the owner of the Work File. To revoke public sharing:
[back to top] Special security measures make Work File sharing safe Sharing with individuals When Sharing with individuals is used, the owner of a Shared Work File can always tell who has seen that Work File. Emails are sent to each address on the Recipient list (see Working with Work Files you have already shared, Sharing again for exceptions to this). Each email contains a unique link that can only be activated once. Once the link has been activated, another person cannot activate sharing using that link, even if the original recipient forwards the email to them. The owner of the Work File that has been shared can always tell if a link has been activated and who actually activated it by looking at the Work File Share page for that Shared Work File. In the Review Work File information section, in the Currently shared with field, there is a list of the addresses to which the unique activation links were sent (shown following).  In parentheses, next to each email address, the address of the person who actually activated the link is displayed. If the link has not yet been activated, it will show "not activated." If the original recipient of a Shared Work File email forwards it to another person without activating the link, the other person could activate the link and access the Shared Work File. However, in this case, the Work File owner could see that the activator was not the same as the intended recipient, and take action if appropriate. For example:
Company or group sharing Security for company or group sharing is controlled by the fact that the Work File is only made available to those users who are registered under the same account as the Work File owner. Using this option, Shared Work File information is never distributed via email. A company or group administrator can request that Delphion disable this option for the whole company or group. If the option is disabled, it will not appear on the Share Work File page for any users on the account. Public sharing The public sharing process generates a web page (on the Delphion website) that is accessible to the general public. The only requirement is that the person viewing this page log in or register as a Delphion user. A company or group administrator can request that Delphion disable this option for the whole company or group. If the option is disabled, it will not appear on the Share Work File page for any users on the account. [back to top] Working with Work Files you have already shared Once you have shared a Work File, the Shared Work File icon displays in the Actions column on your Work File Administration page reminding you that this Work File has been shared. You can click the Share link to view the Share Work File page for the Work File. Checking status of the share process On the Share Work File page, in the Currently shared with field, you will see the addresses of those with whom you shared the Work File and whether they have activated the Work File or if their unique link as been activated by someone else. See Special security measures make Work File sharing safe for more detailed information on this field. If you have shared this Work File with your company or group or with the public, that information will also be reflected in the Currently shared with field. Sharing again From the Share Work File page, you can share this Work File again (with additional recipients). Using the tools provided (see Selecting recipients for Shared Work Files for details), you can add individuals, add your company or group, or activate public sharing. When sharing with individuals, the Recipient list shows those with whom you have already shared this Work File. Additional names can just be added, there is no need to delete existing names from the list — existing recipients will not receive any additional email notifications. No matter which sharing option you originally used (individual, company or group, or public), you can share again using another method. Existing recipients will not receive any additional email notifications. Shared Work Files will not appear more than once in any recipient's Shared Work File list. View, Edit, Clone, Merge, Delete A Work File that has been shared can be:
Working with Work Files that have been shared with you Accessing Work Files can be shared with you in three different ways: by email, with your whole group, or from a web page. If you receive an email notifying you that a Work File has been shared with you and giving you a link to that Work File, you must click the link in the email and log into Delphion in order to activate sharing on that Work File. After you have clicked the link the first time and logged into Delphion, the Shared Work File will be added to your Work Files Administration page for subsequent access and review. If a Work File is shared with your whole group, the Shared Work File automatically appears on your Work Files Administration page. If a Work File is shared from a web page, the person sharing the Work File creates a web page that displays a link to the Result Set of that Work File. A Work File shared in that manner is not added to your Work Files Administration page. Access your Work Files Administration page from the blue Work Files button under the Delphion logo on any page of the Delphion Research portion of the Delphion website. On your Work File Administration page, Work Files that have been shared with you display the Shared Work Files icon. Viewing From the Work Files Administration page, you can click the linked number of Patent Items or Derwent Items to view a Work File that has been shared with you. As a recipient of a Shared Work File, you have view-only access and cannot make any edits to the Work File. The display will be a Delphion Result Set and all of the Result Set tools and options will be available to you. See the Result Set Features help page in the Delphion Help Center for information on these tools and options. Cloning When you Clone a Work File that has been shared with you, you are making a copy that will be considered your personal Work File. If the original Work File is edited by the owner, your new, cloned Work File will not be updated because it is a completely separate Work File. The words "Clone of" will display in the Work File description, but, as with any clone, giving it an entirely new name will help avoid confusion. [back to top] |
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