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Sharing and Unsharing a Document

You can make a document available to selected companies and their related contacts using the Sharing > Share button. Sharing a document is ideal when you want to make a document accessible to many Proliance users from other companies, but do not want to send each contact a notification, like you would when forwarding a single document. When a document is made available to contacts for a company, that document will appear in their document register. The sharing of documents can only be done between contacts and companies that are within the shared document's workspace.

Using the Sharing > Unshare button, you can also revoke access to one or more documents. As with sharing, when revoking access to documents, no notification is sent, even when removing access to a document that was previously made available using the forwarding functionality.

You can share or unshare a document that is in any workflow state. Each document maintains a record of companies that it has been shared with on its Activity Log tab.

To share a document

1. Open the document(s) you want to share.

   The menu items available to you on the register toolbar depend on your permissions.

2. Click the Tools arrow and then select Share.

The Companies dialog displays.

3. Click Add located next to the name of the company you wish to select.

   The company name is moved to the list at the bottom. To cancel the selection of an entry, click Remove located next to the company's name, or click Add to select another company.

4. Click OK.

   Proliance closes the dialog box and an 'Access granted to' activity is added to the Activity Log of each selected document. Contacts from the selected companies can now access the document(s).

To unshare a document

1. Open the document(s) you want to unshare.

2. From the top of the document, click Sharing > Unshare.

The Companies dialog displays.

3. Click Add next to the name of the company you want to revoke access for.

   The company name is moved to the list at the bottom. To cancel the selection of an entry, click Remove next to the company's name, or click Add to select another company.

4. Click OK.

   Proliance closes the dialog box and an 'Access revoked for' activity is added to the Activity Log of each selected document. Contacts from the selected companies are now restricted from accessing the document(s).