Document sharing allows the sharing of specific documents with all users under an account, or with a specific group of users, as well as specifying a user’s per-document read/write permissions.
There are two ways a user can share documents, from the Inbox and from the ExtraFax Cloud document viewer when the document is open;
From the Inbox
- Log in as a user with edit permissions and navigate to your Inbox,
- Locate the document and click on the ‘More Options’ icon
at the right hand side, - Select the ‘Share’ menu option and click the ‘Share’ sub-link,
- A pop up window will be displayed,
- In the top panel ‘Who has access’ the document’s owner can specify options for all users in an account to view the document, as well as amending options for existing users with whom the document has been shared.
- In the second panel ‘Invite People’, enter the details of the user(s) or group of users, their assigned permissions, as well as a message if required.
From the ExtraFax Cloud document viewer
- Log in as a user with edit permissions and navigate to your Inbox,
- Locate the Document and click on its entry to open the document in the document viewer.
- In the header section at the top of the page, click the ‘Share’ icon,
- A pop up window will be displayed,
- In ‘Who has access’ the document’s owner can specify options for all users in an account to view the document, as well as amending options for existing users with whom the document has been shared.
- In ‘Invite People’, enter the details of the user(s) or group of users, their assigned permissions, as well as a message if required.
Details for adding users or groups to share
To share with all users:
- With the ‘Share selected messages’ window open, ensure that the top panel ‘Who has access’ is expanded by clicking the (+) icon if necessary,
- Locate the ‘Anyone in the organization’ dropdown and change the selection to ‘Can view’.
- Click the ‘Share’ link to confirm.
To share with specific users:
- In the ‘Users‘ textbox type the username(s) of the users with whom you would like to share the document;
- Once you enter at least 2 characters, suggested users will be displayed and you can select from this list.
- Specify the sharing permissions for the document;
- The sharing options available are ’Can View (default)’, ‘Can View and Share’, ‘Can View and Edit’ or ‘Can View, Edit and Share’, more on these options can be found here.
- If you wish, you can add a message;
- ExtraFax Cloud sends an automatic notification to shared users, if you add a message it goes to each user individually.
- Click the ‘Share’ link to confirm.
To share with a group of users:
- In the ‘Groups‘ textbox type the group name of the group with whom you would like to share the document,
- Once you enter at least 2 characters, suggested groups will be displayed and you can select the group from this list.
- Specify the sharing permissions for the document;
- The sharing options available are ’Can View (default)’, ‘Can View and Share’, ‘Can View and Edit’ or ‘Can View, Edit and Share’, more on these options can be found here.
- If you wish, you can add a message;
- ExtraFax Cloud sends an automatic notification to shared groups, if you add a message it goes to each user individually.
- Click the ‘Share’ link to confirm.