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Sharing text documents

Introduction

When working with text documents, you might need to write a text in co-authorship with your colleagues, or submit an article for review, or prepare a form, such as a questionary, and then share it for filling in. You can easily share a .docx document, .docxf form template, or .oform fillable form with an individual or a group of users and set access permissions depending on the tasks each person should accomplish.

This guide will show you how to share text documents and forms with other portal users and provide different access rights.

Step 1. Access the Documents

Enter your portal and click the Documents link.

How to share text documents? Step 1 How to share text documents? Step 1

In case you have already logged in to the portal and been using it for some time, to access the Documents module, open the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Select a document to share

The My documents folder opens. To locate a necessary .docx document, .docxf form template, or .oform fillable form, make use of our filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

  • Choose the Documents option from the TYPES list to display text documents and forms only.
  • To filter items by AUTHOR click the User or Group option and choose the necessary user or group.
    The My documents section contains your personal files. Filtering by AUTHOR in the My documents section can be useful if you've previously shared a folder and other users added their files to your shared folder.
  • To include subfolders in search click the All subfolders option in the SEARCH section.

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s).

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

How to share text documents? Step 2 How to share text documents? Step 2

To edit a file stored on your hard disk drive, first upload it to Documents clicking the Upload Upload button button in the upper left corner of the page and selecting the Upload files option.

You can also create new documents and forms right on the portal:

  • To create a new .docx document, click the Create button in the upper left corner and select the Document option from the drop-down list.
  • To create a new .docxf form template, click the Create button in the upper left corner and select the Form template option from the drop-down list. Choose one of the options:
    • From blank to create an empty .docxf file.
    • From text document to create a .docxf file on the base of an existing .docx document. Select the necessary file stored on your portal and click Create.
  • To create a new .oform fillable form, open a .docxf file and click the Save as a Form button on the top toolbar. In the Folder for Save window, change the file name, select the necessary folder on the portal and click Save.

Step 3. Open the sharing settings window

Check the necessary .docx document, or .docxf form template, or .oform fillable form in the file list and open the sharing settings window in one of the following ways:

  • click the Sharing Settings button on the top,
  • click the Share file icon Share button to the right of the file name,
  • click the Actions Icon Actions icon on the right and use the Sharing Settings option.
How to share text documents? Step 3 How to share text documents? Step 3

If you are editing the .docx document or .docxf form template, you can open the sharing settings window directly from the editor interface in one of the following ways:

  • click the Manage document access rights Manage document access rights icon on the right side of the editor header,
  • switch to the Collaboration tab and click the Sharing Sharing button at the top toolbar,
  • switch to the File tab, open the Access Rights... section at the left sidebar and click the Change access rights button.
How to share text documents? Step 3 How to share text documents? Step 3

Step 4. Configure sharing settings

In the Sharing Settings window, grant access to to the document for your portal users:

  1. Set a default access type

    If you want to share the document with multiple users providing the same access permissions to all of them, set a default access type for all the persons/groups you want to share the document with.

    The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option:

    How to share text documents? Step 4 How to share text documents? Step 4
    • Full Access icon Full Access - to allow a user or group to edit the .docx document, .docxf form template, or .oform fillable form.
    • Review icon Review - to allow a user or group to suggest changes without actually editing the .docx document or .docxf form template.
    • Form Filling icon Form Filling - to allow a user or group only to fill in the forms fields in the .oform file.
      The Form Filling option is only available for the .oform files.
    • Comment icon Comment - to allow a user or group only to add comments to the .docx document or .docxf form template, as well as manage them.
    • Read Only icon Read Only - to allow a user or group only to view the .docx document, .docxf form template, or .oform fillable form.
    • Deny Access icon Deny Access - to block access previously granted to a user or group.

    More details about different access rights can be found in the Step 5.

  2. Select users or groups

    Click the Add Users or Add Groups button to open the user/group list, check the persons (groups) you want to share the document with and click the Save button.

    How to share text documents? Step 4 How to share text documents? Step 4

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  3. Change permission details for certain users

    If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    How to share text documents? Step 4 How to share text documents? Step 4
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  4. Notify users

    Leave the Send notification box checked to send a standard email message to the persons you shared your document with. Click the Add message link to add your own text to the standard email notification.

    How to share text documents? Step 4 How to share text documents? Step 4
  5. Save the settings

    Press the Save button at the bottom of the Sharing Settings window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Send the link to other users and start co-editing.

Step 5. Find out more about different access rights

Depending on the provided access rights, users will be able to perform different operations.

Full Access

How to share text documents? Step 5 How to share text documents? Step 5

A user who has Full Access permissions can view and edit the .docx document or add/configure new fields and edit the .docxf form template. All the editing options including review features, form filling and commenting are available.

The user can also accept or reject review changes made by other users, restore versions and revisions, rename the file, share this document and set up access rights.

A user who has Full Access permissions to the .oform fillable form can do the same as users with Form Filling permissions (fill in or clear the fields, navigate between fields, print or download the file, open the file location and change the interface theme) as well as rename the file, share this form and set up access rights.

Review

How to share text documents? Step 5 How to share text documents? Step 5

A user who has Review permissions can view and change the .docx document or .docxf form template without actually editing it. The Track Changes option is enabled by default for the reviewer and cannot be disabled. Changes made by the user are displayed in the pop-up windows. The user cannot accept or reject own changes, he/she can only delete own changes using the Full Access icon icon within the change pop-up window.

All the editing options including form filling and commenting are available, but all the changes made by the reviewer should be accepted or rejected by the file owner or a person who has full access to the file:

How to share text documents? Step 5 How to share text documents? Step 5

Form Filling

How to share text documents? Step 5 How to share text documents? Step 5

A user who has Form Filling permissions can only view the .oform fillable form, navigate between fields and fill in or clear the form fields. All other editing options except entering text into the form fields are not available.

The user can also save the file on the portal in the .pdf format, print the file, download the file in the .pdf or .docx format, open the file location and change the interface theme.

Comment

How to share text documents? Step 5 How to share text documents? Step 5

A user who has Comment permissions can only view the .docx document or .docxf form template and add comments, as well as manage them (edit or delete comments, add replies or close the discussion). All other editing options except working with comments are not available.

The Collaboration tab is available in the commenting mode. It contains the options for adding/removing comments, using the Chat tool and viewing the version history.

The user can also print or download the file, view the file info and version history on the File tab, use the Chat tool at the left sidebar, as well as use some plugins: Speech, Thesaurus (to search for synonyms without the possibility to insert them into the document), Translator.

Read Only

How to share text documents? Step 5 How to share text documents? Step 5

A user who has Read Only permissions to the .docx document or .docxf form template can only view the document and existing comments. In this case, editing options are not available and the file cannot be modified.

The user can also print or download the file, view the file info and version history on the File tab, use the Chat tool at the left sidebar, as well as use some plugins: Speech, Thesaurus (to search for synonyms without the possibility to insert them into the document), Translator.

A user who has Read Only permissions to the .oform fillable form can view the form, print the file, download the file in the .pdf or .docx format, open the file location and change the interface theme.

How to share text documents? Step 5 How to share text documents? Step 5
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