A shared folder is a special kind of folder through which you can delegate your document processing authority to a group of users. After creating a shared folder, 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 folder. The specified users may then fully collaborate in all the shared folder documents on behalf of the 'Shared folder owner' and are therefore termed as the 'Collaborators' of a shared folder.
A collaborator can be:
An enterprise user of the same enterprise to which the shared folder owner belongs
An enterprise user of another enterprise
An individual user
A guest user
A shared folder fosters a collaborative team environment where members can access the same set of privileges and manage team documents together.
The ability to manage shared folders—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 folder but cannot create their own shared folders.
They can create multiple shared folders as required.
They can add the collaborators of their choice to their shared folders, who can process their workflow documents on behalf of the shared folder owner.
They can move their documents (Draft, In-progress, Declined and Completed) to their shared folders to share them with collaborators.
They can edit their shared folders.
They can delete their shared folders.
They can see the actual document activity logs as performed by the collaborators.
They can process the shared folder documents on behalf of the shared folder owner, i.e.:
Add their Draft documents to a shared folder
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 folder owner), while they were actually performed by the collaborators.
You can view the shared folders available to you (The shared folders in which you have been added as a collaborator, and the shared folders you created). The shared folders can be identified based on their icons:
Click the 'Documents' option in the navigation panel.
Click on the 'Folders' button.
Your shared folders 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 folder 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 folder.
You can change the name of the shared folder, 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 folder, and click the 'Delete' button.
A user may only move those documents to a shared folder 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 folder owner, and can edit and delete this folder. You can also process the documents inside this shared folder as required.
This icon implies that you are a collaborator of this shared folder. You can only process the documents inside this shared folder, but cannot edit or delete this folder.
