Working with Shared Collections

Important - Shared Collections will only be available if you're part of a Glean for Education subscription through your College or University. Your Glean Admin will also have to invite you to join each Shared Collection.

Shared Collections allows Notetakers to use Glean to capture detailed multi-media notes and then share those anonymously with other students (Note Recipients).

On this page

1: Shared Collections for Note Recipients
2: Shared Collections for Notetakers
3: FAQs

Note Recipients

If you're part of a Shared Collection then you'll see all the collections you're a member of in your own Collections

Important - Make sure to copy the Event to your own account before the Event is removed from the Shared Collection.

From the Shared Collection Page you need to click Copy to add a copy of the Event to your own account.

Once you have your own copy you can make further notes and changes to the document (these changes are only visible to you)

Info - This is not a collaborative tool. You need to add a copy of the Event to your own account before you can access the Event.

Important - If your Notetaker makes further changes to the Event then these changes are not synchronised to your own copy (you would need to create a new copy)

Notetakers

If you're part of a Shared Collection then you'll see all the collections you're a member of in your own Collections

Once you've created your Glean Event and it's ready for sharing simply move the Event into the Shared Collection. As soon as you move the Event it will be available to all users who have access to the Shared Collection.

Important - Make sure to finalise your notes before uploading to the Shared Collection. You can continue to make changes, however recipients will not be notified of these.

To move your Event:

If the Event is already in a collection, then:	If the Event isn't in a collection, then:
Click the three dots to the far right of the Event Select Change Collection Add to the Shared Collection	Hover over the Collection column Click 'Add to Collection' Add to the Shared Collection

Important - You can continue to make changes to the Event, but users will not be notified that changes have been made, and will not automatically get your latest version.

FAQs

What happens if the Notetaker is removed from the Shared Collection?
As soon as the Notetaker is removed, all Original Events that they have created will be moved out of the shared collection. For the Notetaker they will still have access to those Events on their Glean account. Note Recipients will only have access to the Event if made a copy on their own Glean account. Further changes to the Original Event will not be synchronised with the Shared Collection
What happens if the Notetaker deletes the Event?
If the Notetaker deletes the Original Event then it will be removed from the Shared Collection and the Notetaker's account. Note Recipients will still have any copies of the Event that they made on their own account.
What Happens if the Notetaker updates the Event?
Any updates will automatically be available on the Original Event in the Shared Collection. If the Note Recipient has already copied the Event onto their own account then the changes will not be synchronised. In this case Note Recipients will need to create a new copy of the Event.
What happens if a Note Recipient is removed from the Shared Collection?
When a Note Recipient is removed from the Shared Collection they will no longer be able to view the Original shared Events, and will not be able to create copies onto their account. Note Recipients will retain access to Events that they have already copied onto their account.
Can I see who the Notetaker is?
A Shared Collection is anonymous. You cannot see who created the Original Event. If you need to feedback about the Event then contact your Glean Admin, as they mange your Shared Collections.
Can I see which users have access to my Shared Collections?
A Shared Collection is anonymous. You cannot see who will have access to your Events
Can we use Shared collections to collaborate on a single Event?
Shared Collections is not a collaboration tool. For the student to edit the Event they have to copy the Event to their own Glean account.; this creates a completely separate copy.
Once I copy the Event to my own account can anyone else see the changes I make?
No, your own Events are private; only you have access to them and can see the changes made.