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Document management

Sharing documents

note
If sharing option is not available on the document details page, check whether Share action is enabled in
Admin
 >
Features
 for the required document status (see Configuring Contract Express features).

Sharing with guests

This feature is only available where either Forms Based Authentication or Mixed Mode Authentication are enabled.
If enabled, documents can be shared with someone who is not a member of the site. For more information, see Creating documents as a guest.

Sharing with users

To share documents with other Contract Express users:
  1. Select the required document on
    Documents
     tab.
  2. Click the button in the
    Access
     column. By default, the document will retain the permissions set on the folder that it sits within or if it is in
    My Documents
     it will default to that user.
  3. Uncheck
    the Inherit permissions
     box. This will allow the user to set permissions for this document. You can grant access to a user, role or group.
    1. Click
      Add user
       button.
    2. Define
      Type
       - user, group or role.
    3. Define
      Value
       - name of the user, group or role.
    4. Define
      Access level
       - Read, Write, Full or None (more details on access levels see Sharing template with other users).
Sharing a document.

Recommended sharing settings

A template can be set up so that when documents are created using the template, Contract Express will suggest which users should have permissions on the document and what access level they should have if they do not already have permissions on the document (See Setting up Document sharing for information about setting this up on the template).
Once a document has been created, Contract Express will check the current permission settings on the Document against the expected permissions defined by the template. If Contract Express finds that (i) there are users defined in the template that do not have permissions on the Document and (ii) there are users with permissions on the Document that do not have the same access level defined in the template, then you will see the following message on the Document details page.
Pop up to review sharing recommendations.
Setting permissions to users before sharing documents.
Rows that are highlighted in red are the suggestions from the template and rows that are not highlighted are the current permissions on the document.
If you are not happy with the suggested settings, remove whichever rows you do not want to apply or click
Cancel
 to not apply any of the settings. Note that if the suggestions are not applied to the document then you will continue to see the alert about the template recommendations.
If you are happy with the recommendations, click
Accept
 to apply those changes to the document permissions. The template recommendations alert will no longer be displayed until Contract Express finds that the template recommendations and document permissions do not correspond.

Emailing document collaborators

Contract Express allows sending emails to collaborators during the document’s lifecycle. To send an email:
  1. Select the required document on
    Documents
     tab.
  2. Click
    Send Email
     option on the document details.
    Send email option on document details.
    note
    1. If
      Send email
       option is not available on the document details page, check whether
      Email
       action is enabled in
      Admin > Features
       for the required document status (see Managing actions availability based on documents’ statuses).
    2. You need Full access to the document to send ad-hoc emails.
  3. Select the collaborators, to whom you want to send the email.
  4. Define
    Subject
     and
    Body
     of the email.
    Sending email to collaborators.
  5. Click
    Send
    .

This article applies to:

  • PRODUCT: Contract Express