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
- When on the ‘Project’ tab: select Share from the drop-down menu on the document version you would like to share
- 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
- Select the organisation you want to share it with and then click on ‘Share’
- 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
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