Shared Record Sets

[grantfitzsimmons]

Is your feature request related to a problem? Please describe.
Although better sharing is still very much in-demand, queries can be shared via URL. Record sets cannot be shared effectively at all in Specify, instead requiring the user to either completely transfer ownership (which can be done as of #5367) or for the other user to recreate it themselves from scratch. You can view a record set from a direct URL link, but it is not quite the same.

Describe the solution you'd like
Users should be able to

• Share a record set via URL with another user
• Share a record set with other users via the "Record Set" menu
  • At a minimum, administrators should be able to share with all users.
  • Better yet, users should be able to select other users individually to grant shared access
• Users without edit permission to a record set (accessed via URL or not shared) should not be able to add/remove items to it

Describe alternatives you've considered
Transferring ownership is a good first step, but users want to still have access to a record set after sharing it.

Reported By
#256 (comment)

Is it possible for all users to see the record sets and queries created by the administrator/manager of the database?

Requested By: Soraya at Eawag

Another request for sharing record sets on the Community Forum

Speciforum
Requested By: RBGE

#256 (comment)

Sharing queries, record sets, and workbenches would be great!

Requested By: Matthew Cruz at University of Michigan

I have created recordsets in a few collections, and I want them to be visible for all users, not only for me, as they are now. How do I accomplish that? I prefer to do it directly in the database if that is possible.

Just don’t know what column (spPrincipalID? GroupPermissionLevel?) to set to what.

Requested By: Chris at Gothenburg museum of natural history

[grantfitzsimmons]

More information from Chris about their use case:

I have just imported material into Specify from our old Type Collection database, which covers object from a variety of animal groups. The result was updates to 24 of our collections, sometimes with just a couple new objects per collection, sometimes a few hundred. To keep track of all these new objects, I created recordsets for the new objects in each collections.

During 2025, we have allocated time to go through all our digitized type material, which means that there will be multiple staff members who need to review the imported records. Hence it would be a great help if I could share the recordsets in an easy way.