Share a document

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You're able to share a sent or received document in your Documents page to another user who isn't currently part of the client portal. For instance, you may wish to share a client's financial statement with their bank. You're able to use the Share with contributor option to allow the bank access to the client's approved financial statement.

Only the selected document is shared with a contributor. Any tasks that are linked to the document are not shared with any contributors. Documents that have been shared with contributors are identified with an icon.

See Example 4 in About your client portals for an understanding of why you might wish to include a contributor.

How to

Click Documents on the left for your portal.
Select the document to be shared with a contributor from either your Sent or Received documents.
Click the Action button associated with the selected document and select Share with contributor.
The Share Document Name dialog displays, where Document Name is the name of the selected document. The Share Document Name dialog lists all full access users and contributors who currently have access to the portal. If there is a tick in the checkbox associated with the client, this means that they have access to this document.
Select any other existing users (full access or contributors) who you wish to have access to the document.
Click the checkbox next to the user's name to select them.
You're also able to remove any users, by deselecting the checkbox next to their names.
To add a contributor that isn't listed, click + Add contributor.
Enter the name of the contributor. As you start typing, a list of possible users is displayed. Select the user from the list or just keep typing the user's name.
To add a contributor that isn't currently part of your practice, click + Create new user below the Add contributor field.
See Create new users for more info.
Once all users have been included, click Share.
An icon is displayed next to the selected document to indicate that it has been shared with one or more contributors.
If no contributors have been selected to share the document, the icon isn't displayed.
Any new users that have been added to the portal to have access to the document will receive an email notifying them that a document has been shared with them.
If you have unticked any users that previously had access to the document, they'll now no longer have access to the selected document.

How to find out who you've shared a document with

If you've forgotten the users with whom you have shared a document with, simply click on the icon associated with the document to open the Share Document Name dialog. This dialog lists all the full access users and contributors for the document.

You'll only be able to do this if you've already shared the document with, at least, one contributor.

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