Collaboration Cloud with NVivo 14

The new Collaboration Cloud with NVivo 14 is an add-on module allowing teams to collaborate in real-time on NVivo projects. Projects are uploaded by the Project Manager to a secure place in the cloud and team members clone the cloud project onto their computers from where they can work on the cloud project. It is also possible for team members to work on the project off-line and it will be synced with the cloud project when they next have a connection to the Internet.

With NVivo 14, you can share and manage projects from within NVivo Windows application. NVivo 14 desktop application allows team members to work cross-platform (with both Windows and Mac) on a single project and their local changes are automatically synchronized to the shared common project file. All users require internet connection for synchronizing their changes.

NOTE Both NVivo 14 and NVivo 15 users can collaborate on the same shared cloud project.

Subscription Setup and Workflow

As a Project Owner:

Firstly, you need to purchase Collaboration cloud seats for all the team members including yourself.
Before sharing the cloud project, ensure that collaborators are assigned seats in the collaboration cloud subscription via myLumivero portal.
You need to use the same email address that was used to purchase Collaboration Cloud when you log into NVivo 14.

As a Collaborator:

You must ensure that your project owner has assigned you a Collaboration Cloud seat via myLumivero portal and provided access to the cloud project via Manage Team option in the NVivo application. For more information, see Manage Team.
Before accessing a shared project, make sure that you are logged into NVivo with the correct email and the project owner's name is selected under Account Name in the NVivo Welcome screen. For more information, see Access and Update Shared Projects.

Upload as Cloud Project

NOTE With the NVivo Mac Release 14.24.0 and later, both Windows and Mac users can create a project and upload it to the cloud.

PREREQUISITES:

You need to use the same email address that was used to purchase Collaboration Cloud when you log into NVivo 14.
Ensure you are logged in with the correct email address and that you have selected the correct Account Name in the Account section of the NVivo welcome page; otherwise, you may encounter "Cannot verify account subscription" error.

You can upload and manage shared projects using the NVivo Collaboration cloud feature.

Open or create new project that you want to share and collaborate with team members.
If you have made any changes make sure that you have saved the project first.
From the Share tab, click Upload Project.

A progress bar will appear. Once the project is uploaded, the Manage Team button is activated.

Manage Team

As a project owner, you can add or remove users using the Manage Team option in the NVivo application.

NOTE Only project owners have the privilege to add users to the project.

Launch NVivo and open the required project from the Recent Projects section in the NVivo Welcome page. Alternatively, you can navigate to the saved location in your computer and open the project file.
In the Share tab, click Manage Team.

A dialog is displayed.
If you have not allocated seats in your collaboration subscription, click Go to Subscription first to do so.

You will be redirected to myLumivero portal. Follow the steps in the below link to allocate seats.
Steps to allocate Collaboration Cloud seats in myLumivero portal
NOTE Organization Owner or License Manager privileges are required to perform this action.
1. Log into the myLumivero portal using your personal profile credentials.
2. If you have more than one account, select the one used to buy the product with the licenses/subscriptions you want to assign.
3. From the left navigation select NVivo -> Manage Licenses.
4. Find the NVivo Collaboration Cloud subscription and click Manage Assignment.
  - To add a user, do the following:
    In the Assignments dialog, enter the end user's email address.
    Click Submit.
    The newly added user is displayed in the assignee list.
  - To add users in bulk via batch file, do the following:
    Click Assign and Unassign with CSV.
    Upload CSV to add users dialog is displayed.
    Click Download template and save users-upload-template.csv to your computer.
    Open the file (in Excel, Notepad, or other suitable app).
    Add end-user email addresses to the first column (delete the samples in the file).
    Save the file and then drag it onto the dialog (or locate the file in a file management window).
    Click Assign.
    All invited users are listed on the page after you assign. You can:
    View the number of seats allocated and remaining.
    Download the list of assigned users by clicking the Download button.
5. When you submit the email addresses the product license is linked to personal myLumivero profiles for each end user. They receive an email to inform them, with links to further instructions. Users without myLumivero profiles also receive a signup email and must complete the creation of myLumivero profiles. End users can now log into and use the product with their personal myLumivero profiles.
Go back to your open NVivo project.
Close the Manage Team dialog box and then open it again.
In the text box, enter the email address of the user that you would like to add.
Click Add User.

A user added successfully message is displayed. Their name will appear in the list of team members.

To remove or delete a user access from a shared project, click Remove. The user can no longer access the project.

Collaborators invited to the Shared Project

NOTE Before proceeding with the below steps, ensure that your project owner has assigned you a Collaboration Cloud seat and provided access (via Manage Team) to the cloud project.

Launch NVivo.
In the Account section of the NVivo welcome page, under Account Name, select the project owner's name for the project that you would like to clone. If you do not find your project owner's name, try to log out and log into NVivo.
In the NVivo Welcome page, on the left navigation bar, click Cloud Projects.

A dialog is displayed.
Select the project and click Clone.
Select a location, keep the file name the same and click Save.

A Clone Project dialog is displayed showing the progress.

NOTE Collaborators must only clone the project once. When you save it on your computer, you must use the same name as the project owner.
Once cloning is completed, close the Clone project dialog.

The cloned project will be automatically opened.

NOTE Once you have downloaded the project, you can open it again from the Recent Projects section or you can browse to where it was downloaded on your computer. You should not rename the project file. All your updates will be automatically synchronized to the cloud project.

Access and Update Shared Projects

Once you have downloaded the project:

Launch NVivo.
In the Account section of the NVivo welcome page, make sure that the project owner's name is selected under Account Name.
You can open the shared project from the Recent Projects section or you can browse to where it was downloaded on your computer.

NOTE You should not rename the project file. All your updates will be automatically synchronized to the cloud project.

You can view the cloud project sync status at the top right of the toolbar.

The following icons indicate different statuses:

- Displayed when the project is syncing.
- Displayed when the project is successfully synced.
- Displayed when the project failed to sync. If you see , do the following:
1. Close the project and close NVivo.
2. Launch NVivo, open the project.
  
  The project should be synced. If you still see the icon, unfortunately, it means that your project is corrupted. In this case, you can disconnect the shared project by doing the following:
  1. Go to File -> Project Properties.
  2. Select Cloud.
  3. Click Disconnect Project.
  4. Click Apply.
    
    NOTE After you disconnect the cloud project, it becomes a local project, and you can continue to work on it. However, your updates will not be synced with the cloud project. For assistance with the corrupt project, contact the Support team.

Roles

Project Owner

The project owner is the person who can create and upload projects to cloud, as well as delete their uploaded projects. When a project owner deletes a project, the project file is deleted ONLY from the cloud, they will need to delete their local files separately. A Collaboration Cloud subscription is required to access these features. Team members or Collaborators need to have a Collaboration Cloud seat to work on the shared projects.

NOTE Project owners need to use the same email address they used to purchase Collaboration Cloud when they log into NVivo 14.

If you have not allocated seats in your collaboration subscription, click Go to Subscription first to do so.

NOTE With NVivo Release 14.24.0 and later, both Windows and Mac users can create a project and upload it to the cloud.

Project Owners have the ability to use all of NVivo’s features without restrictions.

Only Project Owners can:

Create and upload projects to cloud
Delete their uploaded projects from cloud
Assign or remove team members from a project (Manage Teams)
Can edit documents. If they edit a document, collaborators are locked out of that document until the project owner has finished editing and saved the project
Delete files, codes or memos
Merge codes.

Collaborators

Collaborators are assigned to a project by the Project Owner. Collaborators need to have a Collaboration Cloud seat to work on the shared projects. They can work from either NVivo for Windows or NVivo for Mac.

Collaborators CAN:

Clone a project assigned to them from a Project Owner.
Import any type of file.
Add transcription files to video or audio files – through NVivo Transcription, through importing prepared transcripts or by transcribing within NVivo.
Create new codes and code to both new and existing codes.
Create new memos and add to memos including memos created by other team members.
Run any queries, visualizations, etc.

Collaborators CANNOT:

Edit the name of a folder.
Move a folder to another location (drag & drop to another folder).
Edit the name of a file.
Move a file to another location (drag & drop to another folder).
Copy and paste an existing document, effectively creating a new document.
Copy and paste an existing folder that contains files, effectively creating new documents.
Assign or remove team members from a project.
Edit documents (the edit box will be grayed out).
Delete files, codes, or memos.
Merge codes.