Document Sharing and Collaboration

Document Sharing and Collaboration

Introduction

Effective collaboration is at the heart of any successful organization. iVendNext’s Document Sharing feature allows users to share specific documents with colleagues, ensuring seamless teamwork even when standard permissions might restrict access. This guide explains how to share documents, manage access rights, and leverage this feature for better collaboration.




Step-by-Step Guide to Sharing Documents

1. Accessing the Sharing Feature

  1. Open the document you wish to share in iVendNext.

  2. Locate the "Shared With" section (usually found in the sidebar or document header).

  3. Click the "+" icon to add users.


2. Selecting Users to Share With

  • Individual Users: Search and select specific colleagues by name.

  • Everyone: Choose this option to share the document with all users in the system.


3. Assigning Permissions

When sharing, you can grant specific rights to users:


  • Read: View-only access.

  • Write: Edit or modify the document.

  • Share: Allow the recipient to further share the document.

  • Submit/Cancel: For workflows, control submission rights.


Best Practice: Restrict permissions based on necessity to maintain data security.


4. Confirming and Managing Shared Documents

  • After adding users, click "Add" to finalize.

  • The document will now display all users it has been shared with under the "Shared With" section.



Key Features of Document Sharing

1. Overriding User Permissions

  • Unlike standard User Permissions, sharing a document grants access even if the recipient’s role would normally restrict it.

  • Example: A salesperson can view a finance report if explicitly shared with them, despite not having default finance permissions.


2. Multi-User Collaboration

  • Share a single document with multiple users simultaneously.

  • Track changes and updates in real-time for better teamwork.


3. Audit and Transparency

  • The "Shared With" list provides visibility into who has access.

  • Admins can review shared documents for compliance.



Best Practices for Secure Sharing

  1. Limit "Write" Access: Only grant editing rights to trusted users.

  2. Review Shared Documents Periodically: Remove access for users who no longer need it.

  3. Use "Everyone" Sparingly: Avoid over-sharing sensitive documents.

  4. Combine with Roles: Use sharing as an exception, not a replacement for role-based permissions.



Troubleshooting Common Issues

  • Document Not Visible to Shared Users?

    • Ensure the recipient has no conflicting role restrictions.

    • Verify the sharing settings were saved correctly.

  • Accidental Over-Sharing?

    • Revoke access via the "Shared With" section.



Conclusion

iVendNext’s Document Sharing feature breaks down silos by allowing flexible, secure collaboration across teams. By following this guide, users can efficiently share documents while maintaining control over permissions.



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