Collaboration Setup

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:5px;">PREPARE · SET UP INFRASTRUCTURE & COLLABORATION</div>

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<h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Set up collaboration so that roles, access, files and responsibilities do not depend on individual people</h2>

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Shared working environments, institutional accounts, clear access groups and documented roles create a resilient basis for collaborative projects.

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Decide early how the team works, who may access what, where decisions are recorded and how handovers are organised.

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<strong>Start with people, roles and shared resources.</strong>

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Describe who is involved, which tasks and decision rights exist,

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which systems are shared and what must be handed over when roles change or the project ends.

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<strong>Good collaboration is organisational and technical at the same time.</strong>

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Roles without appropriate access rights work just as poorly as shared folders without clear responsibility.

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Plan working agreements, accounts, files, communication and handover together.

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 1 · CLARIFY PEOPLE & ROLES</div>

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<h3>Define who is responsible for what in the project</h3>

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<p>Roles do not need to be complicated. What matters is that key tasks, decisions and handovers have a responsible person or function.</p>

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<div class="col-check"><strong>Project lead:</strong> Who carries overall project responsibility and decides on goals, resources or priorities?</div>

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<div class="col-check"><strong>Specialist / artistic roles:</strong> Who is responsible for content, methods, artistic work, research or production?</div>

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<div class="col-check"><strong>Technical roles:</strong> Who manages systems, equipment, storage locations, accounts or technical workflows?</div>

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<div class="col-check"><strong>Administrative roles:</strong> Who handles budgets, contracts, funder documents, reports or organisational processes?</div>

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<div class="col-check"><strong>Data / documentation:</strong> Who keeps project decisions, files, metadata or data management traceable?</div>

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<div class="col-check"><strong>External partners:</strong> Which tasks, access rights and deliverables sit outside the University?</div>

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<div class="col-check"><strong>Approvals:</strong> Who may approve content, data, publications, expenditure or public communication?</div>

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<div class="col-check"><strong>Substitution / handover:</strong> Who can take over critical tasks if someone is absent or leaves the project?</div>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">KEY DISTINCTIONS</div>

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<h3>These things should not be treated as equivalent in collaborative projects</h3>

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<div class="col-infra"><strong>Role ≠ account.</strong><br>A specialist or organisational role should not be defined only by one person holding a technical login.</div>

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<div class="col-infra"><strong>Access ≠ responsibility.</strong><br>Being able to open a file does not automatically make someone responsible for its quality, approval, backup or long-term retention.</div>

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<div class="col-infra"><strong>Shared folder ≠ shared working agreement.</strong><br>Collaboration also needs rules for naming, versions, approvals, communication and responsibility.</div>

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<div class="col-infra"><strong>Personal account ≠ project account.</strong><br>If critical resources depend on personal logins, handover, continuity and institutional responsibility can become difficult.</div>

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<div class="col-infra"><strong>Project partner ≠ identical access rights.</strong><br>External partners need only the access and information required for their tasks.</div>

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<div class="col-infra"><strong>Project end ≠ automatic handover.</strong><br>Accounts, folders, permissions, equipment, agreements and open tasks need to be transferred, closed or documented deliberately.</div>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 2 · SET UP THE SHARED WORKING ENVIRONMENT</div>

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<h3>Define where and how the team works together</h3>

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<div class="col-step"><div class="n">01</div><h4>Choose shared systems</h4><p>Define which institutional systems are used for files, communication, planning, documentation and collaboration.</p></div>

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<div class="col-step"><div class="n">02</div><h4>Prefer institutional accounts</h4><p>Where possible, use institutionally managed accounts and project-appropriate access routes instead of private individual accounts.</p></div>

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<div class="col-step"><div class="n">03</div><h4>Define access groups</h4><p>Assign permissions by role and task rather than giving everyone full access by default.</p></div>

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<div class="col-step"><div class="n">04</div><h4>Define shared storage</h4><p>Set one authoritative project storage location and avoid unclear parallel main copies on personal devices.</p></div>

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<div class="col-step"><div class="n">05</div><h4>Define communication routes</h4><p>Decide where binding information, decisions and operational coordination are documented.</p></div>

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<div class="col-step"><div class="n">06</div><h4>Define approvals</h4><p>Specify which content or decisions require formal or documented approval.</p></div>

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<div class="col-step"><div class="n">07</div><h4>Limit external access</h4><p>Give partners only the access they need and document when and how it will be removed.</p></div>

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<div class="col-step"><div class="n">08</div><h4>Ensure substitution</h4><p>Avoid technical or organisational single points of failure by keeping critical responsibilities transferable.</p></div>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 3 · DOCUMENT THE WORKING AGREEMENT</div>

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<h3>A short shared standard prevents many later misunderstandings</h3>

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<p>The agreement can be concise, but it should live in one central place and be understandable to new team members.</p>

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<thead><tr><th>Element</th><th>What to record</th><th>Why it matters</th></tr></thead>

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<tbody>

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<tr><td><strong>Roles</strong></td><td>Who takes on which specialist, technical and administrative tasks?</td><td>Makes responsibility and substitution traceable.</td></tr>

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<tr><td><strong>Working environment</strong></td><td>Which systems and storage locations are authoritative for the project?</td><td>Prevents unclear parallel working environments.</td></tr>

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<tr><td><strong>Access</strong></td><td>Which roles receive which permissions?</td><td>Connects collaboration with protection needs.</td></tr>

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<tr><td><strong>File & version rules</strong></td><td>How are files named, versions distinguished and master files identified?</td><td>Reduces confusion in shared storage.</td></tr>

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<tr><td><strong>Decisions</strong></td><td>Where are important project decisions documented?</td><td>Prevents context from remaining only in private messages or conversations.</td></tr>

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<tr><td><strong>Approvals</strong></td><td>Who may approve which outputs, expenses or publications?</td><td>Makes responsibility clear before release.</td></tr>

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<tr><td><strong>External partners</strong></td><td>Which access rights, deliverables and handovers apply?</td><td>Prevents unclear interfaces between organisations.</td></tr>

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<tr><td><strong>Role changes</strong></td><td>How are accounts, files, open tasks and knowledge handed over?</td><td>Maintains continuity during staff changes.</td></tr>

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<tr><td><strong>Project closure</strong></td><td>What is handed over, closed, preserved or archived?</td><td>Makes the transition out of active collaboration manageable.</td></tr>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">COMMON SCENARIOS</div>

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<h3>Different project types need different collaboration agreements</h3>

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<div class="col-scenario"><h4>Small internal project team</h4><p>Even with only a few people, shared storage, roles, approvals and substitution should be clear so work does not depend on personal devices or accounts.</p></div>

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<div class="col-scenario"><h4>Interdisciplinary project</h4><p>Different working practices and specialist languages need clear interfaces, shared documentation locations and traceable responsibilities.</p></div>

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<div class="col-scenario"><h4>External project partners</h4><p>Clarify access, exchange formats, responsibilities, deliverables and removal of permissions from the start.</p></div>

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<div class="col-scenario"><h4>Artistic collaboration</h4><p>Alongside technical access, document roles, contributions, approvals and, where relevant, rights or publication questions.</p></div>

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<div class="col-scenario"><h4>Funded collaborative project</h4><p>Partner roles, deliverables, reporting duties, institutional responsibilities and handovers should align with funder requirements.</p></div>

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<div class="col-scenario"><h4>Team change during the project</h4><p>Accounts, project knowledge, open tasks, permissions and authoritative files should be documented so that a change can happen without losing control.</p></div>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 4 · PLAN HANDOVER FROM THE BEGINNING</div>

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<h3>Collaboration is resilient only when critical tasks and resources can be handed over</h3>

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<div class="col-check"><strong>Accounts:</strong> Which logins need to be transferred, closed or replaced by new roles?</div>

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<div class="col-check"><strong>Access groups:</strong> Which people need to be removed or added?</div>

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<div class="col-check"><strong>Files:</strong> Where are the authoritative project, master and closure files?</div>

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<div class="col-check"><strong>Open tasks:</strong> Which decisions, deadlines or deliverables are still unresolved?</div>

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<div class="col-check"><strong>Documentation:</strong> Where can a new person find the key project rules, systems and decisions?</div>

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<div class="col-check"><strong>External contacts:</strong> Which partners, suppliers or specialist services need to know about role changes?</div>

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<div class="col-check"><strong>Contracts / agreements:</strong> Which formal responsibilities or cooperation arrangements need to be reviewed or updated?</div>

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<div class="col-check"><strong>Project closure:</strong> Which resources remain, close or transfer to another unit?</div>

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<div class="col-eye" style="color:#8a4d36;margin-bottom:4px;">STOP & CHECK</div>

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<h3>Common warning signs in collaboration setup</h3>

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<div class="col-warn"><strong>Only one person has the central account.</strong><br>The project has a technical and organisational single point of failure.</div>

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<div class="col-warn"><strong>Important decisions exist only in private chats or email.</strong><br>Context and traceability are lost during team changes or handover.</div>

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<div class="col-warn"><strong>Everyone has full access to everything.</strong><br>Permissions have not been structured according to tasks and protection needs.</div>

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<div class="col-warn"><strong>External partners keep access indefinitely.</strong><br>There is no defined end point for permissions and project access.</div>

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<div class="col-warn"><strong>Roles are named, but tasks and approvals are not.</strong><br>Formal titles alone do not clarify who actually decides or is responsible.</div>

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<div class="col-warn"><strong>Handover is planned only on the last project day.</strong><br>Accounts, files, agreements, open tasks and knowledge can no longer be brought together cleanly.</div>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">SERVICES & SUPPORT</div>

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<h3>Which service is responsible depends on the collaboration question</h3>

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<strong>Project / host unit</strong>

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<span>Primary responsibility for roles, working agreements, internal responsibility and project-level organisational processes.</span>

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<strong>IT & Digitalisation / ZID</strong>

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<span>For accounts, institutional digital working environments, shared access and technical implementation.</span>

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<strong>Legal Department</strong>

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<span>For formal cooperation agreements, contract questions or legally binding collaboration where required.</span>

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<strong>Support Kunst und Forschung (SKF)</strong>

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<span>Coordinates partners, proposal/project routes and project-level handover dependencies in funded research projects.</span>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">RELATED TOPICS</div>

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<h3>Collaboration is closely connected to these decisions</h3>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Project%20Planning%20%26%20Organisation/">Project Planning & Organisation</a>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/File%20Organisation%20%26%20Naming/">File Organisation & Naming</a>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Storage%2C%20Backup%20%26%20Security/">Storage, Backup & Security</a>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Infrastructure%2C%20Services%20%26%20Tools/">Infrastructure, Services & Tools</a>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Document%20Metadata%20%26%20Provenance/">Document Processes, Metadata & Provenance</a>

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<a class="col-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Close%20%26%20Hand%20Over%20Your%20Project/">Close & Hand Over Your Project</a>

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<div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING & WORKSHOPS</div>

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<h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops & consultation sessions</h3>

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<p style="margin:0 0 10px;color:#5e5953;line-height:1.55;">Relevant opportunities for this topic will be shown here automatically from the central calendar.</p>

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<span data-arsn-coming-soon="true" style="display:inline-block;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>

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<div class="col-eye" style="color:#3f6d4b;margin-bottom:4px;">PRACTICAL RESOURCES</div>

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<h3>Info sheets, tutorials and templates</h3>

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<div class="col-resource"><strong>Info Sheets</strong><span class="col-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on roles, accounts, access groups, working agreements and project handover.</div></div>

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<div class="col-resource"><strong>Tutorials</strong><span class="col-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step workflows for team setup, access review and role changes.</div></div>

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<div class="col-resource"><strong>Checklists & Templates</strong><span class="col-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Template for a Collaboration Plan, role matrix and project handover.</div></div>

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<strong>Need help finding the right project route?</strong>

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Clarify roles and working agreements with the project or host unit, and technical access with IT/ZID.

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In funded projects involving several partners, SKF can coordinate the project route, interfaces and handover dependencies.

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<summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms & related topics</summary>

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collaboration · teamwork · roles · responsibilities · accounts · access groups · permissions · shared workspace · shared folder · project partners · role matrix · working agreement · communication · approval · handover · role change · partner access · project coordination · collaborative project · institutional accounts

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