Work with shared folders

Work with folders you've shared with others or that others have shared with you. Shared folders let you collaborate on one-off research projects with colleagues, view each other's references, and annotate PDFs together.

Accept invitation and find shared folders

Accept invitation: When someone invites you to a shared folder, you'll see a prompt to accept the invitation the next time you open Paperpile. You can also follow the link in the invitation email to accept.

View shared folders: Once you accept the invitation, the folder appears in the Shared with me section in the sidebar. Click the folder or any of its subfolders to view the content.

Understand your permissions in a shared folder

Your permissions (whether you are “Admin”, “Editor” or “Viewer”) determine what actions you can take in a shared folder. To check your permissions, click the three-dot menu next to the folder in the sidebar and select Share. The list at the bottom shows all users and their permissions. See Permissions in shared folders and libraries

Permission levels

• Admin: Full control including inviting users and changing settings
• Editor: View, edit, and add content but cannot invite others or change settings
• Viewer: View content only, cannot make changes

Add references from your library to a shared folder

If you have “Admin” or “Editor” permissions, you can add references from your library to a shared folder.

Select references in your library and drag them onto the shared folder in the sidebar.

By default, when you add a reference from your library to a shared folder, it's a “live” copy from your library.

Add new references to a shared folder

Choose a shared folder as the import destination

If you're an “Admin” or “Editor”, you can add references directly to a shared folder:

1. Start adding references using the browser extension, by uploading files, or by pasting reference data.
2. Click the import destination box to choose where to save the references.
3. Select a shared folder from the list.
4. Complete the import.

The imported references appear in the shared folder for all users with access.

See Add references while browsing using the browser extension, Upload files, and Paste reference data for detailed instructions.

Add new references while viewing a shared folder

When you view a shared folder as “Admin” or “Editor”, you can add references directly by searching online or entering reference data manually.

Edit reference details and content

If you have “Admin” or “Editor” permissions, you can edit reference metadata, attach files, find PDFs online, update reference metadata automatically, and make other changes to references in shared folders. Changes are visible to all users with access to the shared folder.

Remove references from a shared folder

To remove a reference from a shared folder:

1. Find the reference in the list.
2. Hover over or select the reference and click its three-dot menu.
3. Select Remove from folder.

or:

Select one or more references in the list and click the Remove from folder button in the toolbar.

You need “Admin” or “Editor” permissions to remove references. Removing a reference from a shared folder doesn't delete it from anyone's personal library.

Add references from a shared folder to your library

Each reference in a folder shared with you shows a button on the top right indicating its status:

• Plus button: You don't have a copy in your personal library. Click to add a copy, or drag the reference to your library.
  
• Check button: You have a copy in your personal library. Click to show your copy in your library.

• Dot button: The reference is a “live” copy from your personal library. Click to show the reference in your library.
  

Create and manage subfolders

If you have “Admin” or “Editor” permissions, you can create subfolders within shared folders. Click the three-dot menu next to the shared folder in the sidebar and select Create subfolder.

Subfolders inherit the same settings, users, and user permissions as the parent folder by default. Admins can adjust settings, users, and user permissions for individual subfolders.

Add notes to references and annotate PDFs collaboratively

If you have “Admin” or “Editor” permissions and the owner of the shared folder has opted to share notes and PDF annotations with you, you can add notes and annotate PDFs in shared folders. Notes and annotations are visible to all users with access to the shared folder.

See Annotate PDFs collaboratively with others for more details.

Manage users and permissions

If you have “Admin” permissions, you can invite new users and change permissions:

1. Click the three-dot menu next to the shared folder in the sidebar.
2. Select Share.
3. Add new users or change permissions for existing users.

See Share a folder with other users for detailed instructions.

Rename a shared folder

If you have “Admin” permissions, you can rename a shared folder. Click the three-dot menu next to the folder in the sidebar and select Rename.

Trash references from a shared folder

Trash references from your shared folder

If you are the owner of a shared folder, trashing references from a shared folder works the same as deleting references from any other folder in your library. Trashed references appear under Trash in the sidebar. See Trash and delete references for more details.

Trash references from a folder shared with you

Each shared folder has its own Trash that appears in the sidebar under Shared with me when you select the folder.

To trash references from a shared folder:

1. Click the shared folder or one of its subfolders in the sidebar.
2. Select the references you want to trash.
3. Click the trash button in the toolbar or press Delete.

The trashed references move to the Trash for that specific shared folder. To view or restore them, click Trash at the bottom of the sidebar. See Trash and delete references for more details.

You need “Admin” or “Editor” permissions to trash references.

Delete a shared folder

To delete a shared folder, find the folder in the sidebar and select Delete from its three-dot menu.

• By default only the folder is deleted, not the references in it. To delete the references, turn on the option Trash references in the folder(s) in the confirmation dialog.
• Deleting a folder will also delete all its subfolders.

Only users with “Admin” permissions can delete shared folders.

Remove yourself from a shared folder

If you want to leave a shared folder, find it in the sidebar, click its three-dot menu, and select Share. Find your name in the list, click your permission level, and click Remove.

Common questions

Can I cite from shared folders in Google Docs and Word?

Not yet. You need to import a reference to your personal library first before you can cite it. We are working on updated versions of our word processor plugins that will seamlessly integrate with shared folders so you can cite from wherever you want.

Can I use labels in shared folders?

Labels are personal to your library. When you share a folder you own, you can still use your labels on references in that folder. However, other users won't see your labels—they'll only see the references.

In folders shared with you (listed under Shared with me), you cannot add or see labels. These folders are part of someone else's library.

Can I star references in shared folders?

You can star references in folders you have shared with others, but you cannot add stars to references in folders shared with you. Stars are only available in your personal library. See Star references for more details.