Sharing Projects in SpecLink Cloud

Overview

SpecLink Cloud users can share projects with others outside of their account. You do not need to be the creator of the project to share it. If the project appears in your projects list, and you have access to the sharing feature, you can share the project.

When a project is shared all parties are working on the SAME project. When a project is sent, a copy is made and parties are working on separate projects. Learn more about sending projects here.

This article covers the following topics:

• Sharing a Project
• Sharing a Project with Outside Contributors
• Reviewing Contributors
• Removing Shared Access
• Accessing Projects Shared with Me

Sharing a Project

Follow the steps below to share a project in SpecLink Cloud.

1. From the project dashboard, click the three vertical dots at the end of the project row.
   
   
    
2. Select "Share" from the menu as pictured above.
    
3. The sharing access window will appear. Enter the email address of the person or people you want to share the project with in the provided field. Projects can be shared with up to 20 people at once, simply press "ENTER" after each email address to move to the next email address. Enter ONLY the email address and no other extraneous characters (parenthesis, commas, greater than, less than, etc.) in this field. 
   This person or people becomes a Contributor on the project.
   
   
    
4. Click the Section Access menu to choose which divisions, subdivisions, and/or sections the person you are sharing the project with will be able to access. The Active Sections Only selection will automatically select only sections active in the project being shared. Utilize 'Select By Division' or 'Individual Sections' to refine the shared sections more specifically.
   
   
    
5. Click the Permissions drop down menu to choose whether the user can view, comment, or edit the project. Those with the Collaboration tools enabled as part of their subscription can invite anyone inside or outside your organization to Edit, View or Comment on a project/office master. The invited Contributors do not need to have Collaboration enabled themselves. 
   
   Please note, Guest subscribers (users without a SpecLink Cloud subscription) will still not be able to edit any projects shared with them.
   
   

6. When sharing a project or master with an outside contributor (not already a named user on the account), the sharer has the option to adjust specific access settings if desired. 

   Edit/View Notes - When selected, contributors will have the ability to edit/view notes. When deselected, notes will not be editable or viewable. 

   Edit/View Summary Info - When selected, contributors will have the ability to edit/view elements in the Project Summary Info tab. When deselected, the Summary Info tab will not be accessible. 

   The options to "Share Active View Only" or “Restrict Printing” will not be accessible when the sharing permission is set to "Can Edit", only when set to "Can View" or "Can Edit".

   Restrict Printing - When selected, Contributors will not be able to access the Export or Print options for that project. This option cannot be selected when permission is set to "Can Edit".

   Share Active View Only - If selected, Contributors will only be able to view and comment in sections that are active, and only see active paragraphs within those sections. This option cannot be selected when permission is set to "Can Edit".
   
   

   Note: No matter the permission level of access granted, when a contributor is accessing a section within a shared project, that section will be locked to all other users.
    

7. Click into the message box if you want to add a message to the invitation for all recipients. 
   
   
    
8. Click the Invite button to send the invitation.
   
   

Projects that have been shared will display an image of a group of people at the end of the project name as shown below.

Sharing a Project with Outside Contributors

When sharing with someone who does not have a SpecLink Cloud account, an email goes directly to them that they must accept in order to access to the project. 

After accepting the invite, the user will be directed to a screen asking if they wish to upgrade to a full SpecLink Cloud account, as it is required for editing shared projects. If only commenting or viewing the project, they can simply click "Continue To View Project."

Once clicking "Continue To View Project", they will be brought to the standard SpecLink Cloud login screen. From there, they will need to click on and follow the Forgot Password steps in order to log in and view the project. 

Reviewing Contributors

You can review who has access to a project by accessing the shared menu.

Follow the steps below to review the contributors to a project.

1. From the project dashboard, click the three vertical dots at the end of the project row
   
   
    
2. Select "Share" from the menu as pictured above.
    
3. The sharing access window will appear. The information for any contributors will be listed below the options to share the project as depicted below.
   
   

Removing Shared Access

From the list of contributors, the invitation email can be resent, or access can be removed.

Click the three vertical dots at the end of the contributors row to access a menu providing these options.

 

Accessing Projects Shared with Me

Projects that have been shared with you will appear in the "Shared with Me" tab on the SpecLink Cloud Dashboard.