The drafter or approver can share documents by adding share recipients. After adding share recipients, copy the link and share the document with employees (new hires and current staff)!
Note that employees with [Company Document Box Management] permission can view all workflow documents regardless of sharing status or hire date.
Share a Single Document
Go to [Workflow] on the left menu -> [My Document Box] -> click the document to share from the [In Progress] or [Completed] document box,
click the Share button at the top right of the document, select the recipients, then click the [Share] button at the bottom.
Share recipients can check the sharing status through new notifications and emails. After clicking the notification, they can immediately view the shared document.
Shared documents can be found in the [In Progress] or [Completed] tabs. Here's how to check:
If the document is in progress, it will be in the In Progress tab. If you received a completed document, it will be in the Completed document box.
Share Documents via Link
Click the Workflow menu, go to [My Document Box] or [Company Document Box] -> click the document to share from the [In Progress] or [Completed] tab. Click the [Share] button at the top right of the document, then click Copy Link.
If a document is shared with an employee who does not have permission, access will be restricted.
If an employee clicks the Request Permission button, administrators can check the request in their to-do list.
Please grant [Company Document Box Management] permission, then mark the to-do as complete.
Bulk Share Documents
Use the bulk document sharing feature when you need to share a predecessor's documents with a successor, or share documents created with a specific form to employees!
Use form filters, author filters, etc. to load the documents you want to share.
Select documents individually or select all, then click the [Share] button at the bottom.
Click the [+] button at the top right, select the recipients or organizations to share with, then click [Share].
Document sharing is complete! Recipients can check the shared document via email and flex [Notifications].
FAQ
Can only the author (drafter) add share recipients?
Can only the author (drafter) add share recipients?
The drafter and administrators with Company Document Box Management permission can select document share recipients at any time.
Can I share via copied link without Company Document Box Management permission?
Can I share via copied link without Company Document Box Management permission?
If a document link is sent to someone who is not the author or not included in the approval line, access will be restricted. They can only view the document if Company Document Box Management permission is temporarily granted.