Permissions in shared folders and libraries
When you share content in Paperpile, you control not only what you share and with whom, but also what those users can do with the shared content. For example, if you share a reading list with students in your class, you probably want them to view and export references but not edit or delete them. If you're collaborating with co-authors on a paper, everyone should be able to add and edit references.
Paperpile offers three permission levels to accommodate different sharing scenarios:
- Viewer: Can view all content but cannot make any changes.
- Editor: Can view all content, edit metadata, add new references, and attach files. Cannot invite others or change settings.
- Admin: Has full access to all content like Editors but can also invite other users, manage permissions, and change settings.
Check your permissions
Your permissions (whether you're Admin, Editor, or Viewer) determine what actions you can take in a shared library or shared folder.
To check your permissions, click the three-dot menu next to the library or folder in the sidebar and select Share. The user list at the bottom of the sharing dialog shows all users and their permissions.
Shared folder permissions
What you can do in a shared folder depends on your permission level. See Work with shared folders for more details about what you can do in shared folders.
| Action | Admin | Editor | Viewer |
|---|---|---|---|
View all content | 🟢 | 🟢 | 🟢 |
Export references and download files | 🟢 | 🟢 | 🟢 |
Copy citations | 🟢 | 🟢 | 🟢 |
Add shared references to your personal library | 🟢 | 🟢 | 🟢 |
Remove yourself from a folder | 🟢 | 🟢 | 🟢 |
Add and edit content | 🟢 | 🟢 | ❌ |
Create subfolders | 🟢 | 🟢 | ❌ |
Remove references from a folder | 🟢 | 🟢 | ❌ |
Trash and delete references | 🟢 | 🟢 | ❌ |
Invite others | 🟢 | ❌ | ❌ |
Change user permissions | 🟢 | ❌ | ❌ |
Rename folder | 🟢 | ❌ | ❌ |
Delete folder | 🟢 | ❌ | ❌ |
Can change advanced sharing settings | 🟢 | ❌ | ❌ |
Shared library permissions
What you can do in a shared library depends on your permission level. See Work with shared libraries for more details about what you can do in shared libraries.
| Action | Admin | Editor | Viewer |
|---|---|---|---|
View and search all content | 🟢 | 🟢 | 🟢 |
Export references and download files | 🟢 | 🟢 | 🟢 |
Copy citations | 🟢 | 🟢 | 🟢 |
Add shared references to your personal library | 🟢 | 🟢 | 🟢 |
Remove yourself from a shared library | 🟢 | 🟢 | 🟢 |
Add and edit content | 🟢 | 🟢 | ❌ |
Annotate PDFs | 🟢 | 🟢 | ❌ |
Create folders and subfolders | 🟢 | 🟢 | ❌ |
Create labels | 🟢 | 🟢 | ❌ |
Trash and delete references | 🟢 | 🟢 | ❌ |
Invite others | 🟢 | ❌ | ❌ |
Change user permissions | 🟢 | ❌ | ❌ |
Rename library | 🟢 | ❌ | ❌ |
Delete library | 🟢 | ❌ | ❌ |
Can change advanced sharing settings | 🟢 | ❌ | ❌ |
Common questions
What's the difference between Admin and Editor?
Editors can add, edit, and organize content but cannot invite others, change permissions, or modify sharing settings. Admins have full control including the ability to invite users and manage all settings.
Can I change someone's permissions after I've shared with them?
Yes, if you're an Admin. Open the sharing dialog, find the user in the user list, click the permissions menu next to their name, and select a different permission level.
Can Viewers annotate PDFs in shared libraries?
No. Viewers can only view content. To annotate PDFs in a shared library, a user needs at least “Editor” permissions.
What happens if I remove myself from a shared folder or library?
You'll lose access to that shared content immediately. If you need access again, someone with “Admin” permissions will need to re-invite you.