You have two ways to share a document with a contact, you can add that person as a Trusted Advisor or you can share one document by an encrypted link. Depending on your role and permissions you will be able to add a trusted advisor or not.
Ways to Share:
- Share with a Trusted Advisor
- Share with an encrypted link
Share with a Trusted Advisor
Step 1: Double click on the contact, or right click and select Edit Permission.
Step 2: Click on Edit Permissions
Step 3: Choose the access and permission, click Save
- You can skip the General Permissions. However, if you would like this collaborator to add reminders, please add Manage Reminders.
- It's mandatory to choose at least 1 Entity. The collaborator will have the same folder access to all the entities they have been assigned, and will only see the documents tagged to the entity they have access to.
- To show the documents on the Permission window click on the document icon.
- If the collaborators is set directly on the vault, can have access to any folder level, if the collaborator. if it is set up as a Global Trusted Advisor will only have access up to level 2 (subcategory)
Step 4: Choose if you want to send the notification
- If it's the first time you are setting up this contact as a Collaborator you need to send the email notification. An automatic email will be sent with an invitation link.
- You can choose to send it later if you want.
- The status of the contact will show when has been Invited or Active.
Share with an encrypted link
Step 1: Right-click on the Document you want to share
- You can only share one document at the time
- You can add a password-protected PDF to add an extra layer of security. The preview of the file won't show until the user add the password.
Step 2: Select Share
Step 3: Type the email or the name if it's already in your contact
- Select the name or the email.
Step 4: Keep or edit the Subject and message
Step 5: Add an expiration date
- For an added level of security please add an expiration date. Anyone that has access to the link will be able to view and download this document.
- Once the expiration date passes the link will expire, and the external user won't have access to the document.
- View and download actions are tracked on the History of the document.