Collaborating on a document

Keep everyone on the same page with Work Author’s commenting and collaboration features.

Contents

• Introduction
• Sharing a question
  • a. Sharing a question internally
  • b. Sharing a question externally
• Sharing a document
  • a. Sharing a document internally
  • b. Sharing a document externally
• Commenting on a question

Introduction

You can collaborate on your document with both internal and external stakeholders. 

Based on what you share and who they are, people are assigned different document roles. Here’s a quick overview of these roles:

You can learn about the permissions for each role in the sections below.

Sharing a question

Share a question when you need help with a few specific questions rather than an entire document. You can invite people to work on these questions as collaborators.

There are two types of collaborators: internal and external.

• Internal collaborators: People from inside your organisation. They see the same document creator as the owner and co-authors.
• External collaborators: People from outside your organisation. They will answer questions in a different window without logging in.

This is an example of what an external collaborator will see:

The following table summarises what collaborators can and can't access or do in Work Author:

a. Sharing a question internally

To share a question with someone from your organisation:

1.  Click the Share Question icon below the question. 

2.  In the window that appears, click “+ Add internal collaborator”

3.  Start typing the person's name in the sharing field.

• If they already have an account, their name will appear in a list. Select it.

4.  Click "Share".

• The person will receive an email and notification to answer the question.

If the person doesn't have an account:

1.    In the search field, click "Add User" 

2.    Enter their details.

3.    Click "Add Collaborator".

• They'll get an email to answer the question.
• They'll be assigned the default user role for your organisation.

To share multiple questions, repeat the steps above.

b. Sharing a question externally

To share a question with someone outside of your organisation:

1.  Click the Share Question icon below the question. 

2. In the window that appears, click “+ Add external collaborator”

3. Start typing the person's name in the sharing field.

• If you've shared with them before, their name will appear in a list. Select it.
• If not, click "New external collaborator".

4. For a new external collaborator:

• Enter their details.
• You can add an optional message that they’ll see as a comment when they open the question.

5. Click "Share".

• The person will receive an email asking them to answer the question.

To share multiple questions, repeat the steps above.

Sharing a document

Share your entire document if you want to collaborate on most questions or want someone to have access to the whole document. You can invite people to work on it as co-authors.

There are two types of co-authors: internal and external.

• Internal co-authors: People from inside your organisation. 
• External co-authors: People from outside your organisation. 

The following table summarises what co-authors can and can't access or do in Work Author:

a. Sharing a document internally

1.  Hover your mouse over the three dots at the top right of your document.  

2.  Click the Access icon.   

3. This will open the Document Access window. Click “+ Add internal co-author”. 

4. Start typing the person's name in the sharing field.

•  If they already have an account, their name will appear in a list. Select it.

5. Click “Add co-author” to invite them to your document. They will receive an email and in-platform notification that you’ve shared a document with them.

If the person doesn't have an account:

1. In the search field, click "Add User" 

2.    Enter their details.

3.    Click "Add Co-Author".

• They will receive an email that you’ve shared a document with them. 
• They'll be assigned the default user role for your organisation.

b. Sharing a document externally

1.  Hover your mouse over the three dots at the top right of your document.  

2.  Click the Access icon.   

3.  This will open the Document Access window. Click “+ Add external co-author”. 

4.  Fill in their details and click “Add co-author”. 

They will receive an email that you’ve shared a document with them. 

As the document is live, anyone that is viewing the document in real-time will have their avatar icons displayed next to the document title.

Commenting on a question

Use comments to ask and answer questions, get feedback, or make suggestions.

To add a comment to a question:

1.  Click the “View Comments” icon under the question.  

2. This will open the Comments window. 

3. If there are no comments yet, write your message in the comment box and click “Send”.

To view or reply to a comment thread on a question:

1. Click “Reply” on the comment you want to view or reply to.

2. This will open the thread.

3. Add your reply and click “Send”.