Manage shared spaces
Last updated
Last updated
© Ascertia Limited 2024
A shared space is a special kind of folder through which you can delegate your document processing authority to a group of users. After creating a shared space, specify the users with whom you want to share your authority and move your documents (which you own, i.e. Draft, In Progress, Declined and Completed) to the shared space. The specified users may then fully collaborate in all the shared space documents on behalf of the 'Shared space owner' and are therefore termed as the 'Collaborators' of a shared space.
A collaborator can be:
An enterprise user of the same enterprise to which the space owner belongs
An enterprise user of another enterprise
An individual user
A guest user
A shared space fosters a collaborative team environment where members can access the same set of privileges and manage team documents together.
The ability to manage shared spaces—such as creating, editing, or deleting them—depends on your assigned enterprise user role. If you wish to utilize this feature, please ask your Enterprise Admin to enable it in your Role>Document Preferences. However, for collaborators, this specific role provision is not necessary. Collaborators can effectively work within a shared space but cannot create their own shared spaces.
They can create multiple shared spaces as required.
They can add the collaborators of their choice to their shared spaces, who can process their workflow documents on behalf of the space owner.
They can move their documents (Draft, In-progress, Declined and Completed) to their shared spaces to share them with collaborators.
They can edit their shared spaces.
They can delete their shared spaces.
They can see the actual document activity logs as performed by the collaborators.
They can process the shared space documents on behalf of the shared space owner, i.e.:
Add their Draft documents in a shared space
Share the Draft documents
Send reminders to the next recipients
Sign the documents
Review the documents
Update the documents
Decline the documents
Add initials
Add in-person signatures
Fill in the form fields
Accept the legal notices
Update the level of assurance of a "Signature" field or an "In-Person Signature" field, while the status of the document is, "In-Progress" and "Pending".
In short, they can perform all those workflow-related activities that can be performed by the actual document owner.
In the document logs, the recipients will see that these activities are performed by the document owner (shared space owner), while they were actually performed by the collaborators.
You can view the shared spaces available to you (The shared spaces in which you have been added as a collaborator, and the shared spaces you created). The shared spaces can be identified based on their icons:
Click the 'Documents' option in the navigation panel.
Click on the 'Folders' button.
Your shared spaces will be listed in the dialogue box, under the 'Shared Folders' section.
Click the 'Documents' option in the navigation panel.
Click on the 'Folders' button.
Your folders will be shown in a dialogue box. Click the 'Add a folder' button.
Specify the folder name, and turn on the 'Shared folder' toggle.
Click the 'Add a user' button to add collaborators, and click 'Submit'. A new shared space will be created and shown under the 'Shared Folders' section. All the specified collaborators will be notified through email by SigningHub.
Click the 'Documents' option in the navigation panel.
Click on the 'Folders' button.
Your folders will be shown in a dialogue box. Click the 'Manage folders' button.
Click on the 'Edit' button adjacent to the desired shared space.
You can change the name of the shared space, and manage the collaborators.
Click the 'Save changes' button.
Click the 'Documents' option in the navigation panel.
Click on the 'Folders' button.
Your folders will be shown in a dialogue box. Click the 'Manage folders' button.
Click the delete icon, next to the name of the shared space, and click the 'Delete' button.
A user may only move those documents to a shared space which they own, i.e. the documents with the following statuses:
Draft
In Progress
Declined and
Completed
| Icons | Description |
|---|---|
This icon implies that you are the shared space owner, and can edit and delete this space. You can also process the documents inside this shared space as required.
This icon implies that you are a collaborator of this shared space. You can only process the documents inside this shared space, but cannot edit or delete this space.
