Sharing a document allows swift collaboration with other team members on documents loaded into Plexus. With our permissions documents can be shared internally or externally. The sharing controls on Plexus allow you to:
Easily invite others to review and work on documents prior to completion, even if they're external to your company
Update access over time. You can add collaborators and remove them as your document requirements evolve over time
Execute documents faster and more accurately with collaborative decision making
Sharing a document
Step 1. Head to the Document list to open the document you would like to share.
Step 2. In the top right hand corner of the screen, click Share.
Step 3. List the recipient(s) that you'd like to share this document with.
If that user within your organisation has a Plexus account, you can type their name under the Recipients list and select them from the available list of options.
If your recipient does not have a Plexus account, click External user and enter the details including name and email.
Click Add external user.
You can also Add a message to your recipients. This will email all added recipients your message and a link to access the file.
Once you are happy, click Share.
Plexus will notify you when the document has been successfully shared, with a list of all internal and external share recipients.
We split the names out in this section because internal users will have a different level of access to an external user.
A user without a Plexus account
Will be able to access the document from their email notification only.
Will only be able to see versions of the document made visible to them
You can also unshare a document if you would like to remove access to anybody that you've previously shared the file with.
What will my sharing recipient be able to see and do?
Users within your organisation
An internal user with their own Plexus account will typically have the same level of access to the document as you.
If the internal user does not have an account but shares your company's email domain, they will be prompted to sign up to Plexus to access the document and to effectively collaborate with you. They will have full read-and-write access to the document.
Internal sharing recipients will also receive the same notifications as the document author.
Users external to your organisation with a Plexus account
If you are collaborating with someone who is external to your company, but they also have their own Plexus account, that user will receive a notification when a document has been shared with them.
They will be required to sign in to their Plexus account to view the document where they will be able to see a simplified view of the document details page.
This simplified view will have access to edit the document, the workflow timeline and document facts.
External comments are shown on the activity feed only. Other activity feed entries including internal comments will be hidden.
External users with an account will only receive a notification to let them know that a document has been shared with them. They will not not receive any other notification from Plexus regarding actions taken on the document.
Users external to your organisation without a Plexus account
External users without a Plexus account will receive a notification when a document has been shared with them. They will be able to view that document via the external counterparty portal where they will have access to edit the document.
External comments are shown on the counterparty portal only. Other activity feed entries including internal comments will be hidden.
External users without an account will only receive a notification to let them know that a document has been shared with them. They will not not receive any other notification from Plexus regarding actions taken on the document.
Have a question? Reach out to our team via live chat or [email protected].