You can share documents or folders with other users by organizing them in a folder and sharing it. Moving documents into an existing shared folder automatically shares them with those who can access that folder.

Note

See Setting Access Levels When Sharing a Folder for more on access levels.

Sharing Folders

To share a folder with a user or group

Organize your documents in a folder and share them.

  1. Select a folder to share from the Documents view by selecting the checkbox to its left.
  2. The share button () appears above the file list to right.
  3. In the Share Folder popup, enter an email address or select the name of the group to share with. You can only share with groups and email addresses that are already known to your Contract Intelligence (Standalone) instance.
  4. Click Share.

The sharing popup also lists the users and groups a folder is shared with and those users' and groups' access levels. You can change or remove folder access from here.

If you move your contents to an existing shared folder, they are automatically shared with those who have access to that folder. See Setting Access Levels When Sharing a Folder.

The sharing popup also lists the users and groups a folder is shared with and those users' and groups' access levels. You can change or remove folder access from here.

To share a document

Share a document by sharing the folder that contains it.

  1. From the Documents view or Documents Stage, select the document you will share.
  2. Click the More (vertical ellipsis) button, and select Move from the resulting popup.
  3. When you click Move, you are prompted to confirm. 
  4. You are offered a list of folders known to Contract Intelligence. You can either select a shared folder and click YES, moving the file to it, or create a new folder, by clicking the NEW FOLDER button.
  5. If you create a new folder, you must name it, move the file to it, select who to share it with (user or group), grant them an access level, then share the new folder by clicking CREATE FOLDER.

A document is automatically shared with all users with access to the shared folder.

How access changes when a document or folder is moved

Example: A shared document is moved to another shared folder

  1. Document.pdf is in the Prospective Customers folder, which is shared with John and Amy.
  2. John moves Document.pdf to another shared folder, East Coast Customers, to which Sarah and he have access.
  3. Document.pdf is now in the East Coast Customers folder, hence shared with John and Sarah.
  4. Amy no longer has access to Document.pdf.

Example: A shared folder is moved to another shared folder

  1. The Customer B folder is a subdirectory of the Prospective Customers folder, which is shared with John and Amy.
  2. John moves the Customer B folder to another shared folder, East Coast Customers, to which Sarah and he have access.
  3. As a result of the move, Sarah is added to the list of those who get access to the Customer B folder.
  4. The Customer B folder is now shared with John, Amy, and Sarah.

To view document or folder details

If the file or folder is selected, click the More button and select Get Info from the dropdown menu. 

If a file is open, click the Info button.

These actions expose sharing information and details about the file or folder.