An introduction to the built-in collaboration tools that allow editing of email attachments and leaving comments on documents in real time.
With this system, collaborators can work on documents through editing or commenting. However, you as the document owner, still manage who can forward, download, or share, effectively tackling critical IP protection, compliance, and security challenges.
How to prepare and share a document that uses the collaboration features:
- Begin by creating a new email. (1)
- Launch Document GPS from the editor ribbon (2). If the orange paperclip is not readily visible when composing a new email, open the Apps icon (3) to locate it.
- Sign in to Document GPS. (4)
- You will be directed to a screen where you can upload your document. (5) To enable editing and commenting permissions, the accepted formats are Word and PDF.
- You can set the recipient permissions of being able to share and download by using the toggle buttons. (6)
- When the document is ready, use the provided button (7) to attach your document to the email body (8), then send it to the intended recipients. (9)
Managing the editing and commenting permissions:
- To manage recipient access, navigate to 'My Library' using the 'Home' icon. (1)
- Locate the document you want to share, and click the three dots to open the options. (2)
- Choose 'Manage Access'. (3)
- Select the pencil icon beside the recipient's name. (4)
- Here, you can customize their permissions. For instance, to give the first recipient download, edit, and comment capabilities, simply adjust the settings. (5)
- Click 'Update' to save the changes. (6)
Recipient's View:
- The recipient opens the document via the email notification and logs in.
- A recipient who has been granted permissions for commenting and editing will have the following capabilities: they can view the document (which is the default setting), as well as add comments and make edits directly to the content.
How to add a comment:
- To add a comment, first select the "note" icon within the editor. (1)
- Next, click near the text that you want to comment on. (2)
- Type your comments, then save. (3)
How to edit text:
- To begin editing the text, click on the button labeled "Edit Text." (1) This will enable the document for editing.
- Proceed to make the necessary edits to the document's content, then save. (2)
How to track document activity:
- In the Library, click the three-dot menu (1) associated with the document and select the "Track Activity" option to access the event tracking log. (2)
- As the document owner, you can monitor when the document was created and when it was viewed, shared, downloaded, when the content was updated and other recipient actions. (3)
