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Introduction

You can choose to share a document with another organisation which can be used for review purposes or to handover ownership of a document version e.g. for introduction in Parliament or handing over an SI for processing by the departmental Parly Clerks.  

How to share a document

  1. When on the ‘Project’ tab: select Share from the drop-down menu on the document version you would like to share

  2. The system will present a message explaining that you are about to share your document version with another organisation and ask you to specify your chosen organisation

  3. Select the organisation you want to share it with and then click on ‘Share’

  4. The system will create a Significant Version which will appear on the right-hand side of the ‘Project’ tab with read only access to users from the other organisation

Info

Hints and tips

  • The Significant Version becomes read only to all users with access to it to maintain the integrity of the version that was shared

  • Users from the organisation will only be able to see the Significant Version of the document – they will not be able to see the working version or any of its snapshot versions

  • When you share a document, a snapshot version is created in the same series as the working version that you shared, only visible to users with access to the working version

  • The default organisation in the drop-down list will be set to the last organisation that you shared a document with