How to share project viewing access with other toolkit users

The XER Toolkit allows you to share project viewing access with other Toolkit users without expensive licences for additional project-management software.

To do this, click the Share button on the right of the project you want to distribute. The Toolkit’s Share facility works on the principle that people with common interests, such as a department or people working on a certain part of a project, will want to have access to the same filters, layouts and dashboards. These groups are called share teams.

A share team can be made up of any number of team members, from an individual to an entire organisation. If you have not yet used the share function, then you’ll first need to create a share team. Start the process by giving your team a name and then clicking the Add button. Next, click the people icon by the newly created share team.

You can now add the email addresses that each person on the team uses for their XER Toolkit account. You can take a person out of a team at any point by clicking the Remove button next to their name. Once you’ve finished adding the team members, click the toggle button at the bottom of the window to enable sharing.

The project is now shared with the team, but you’ll need to manually choose where the unit and cost information is also shared. You can create more teams by entering another team name and repeating the process. Once a project has been shared with a team, members will immediately be able to see the project within their database list. They will have read-only access to view and analyse the project using the XER Toolkit’s full range of features.