Share a document folder

You can share a document folder with anyone in your address book.

To share a document folder, follow the steps below.

Step 1:  Go to documents

Go to your project documents and locate the folder you wish to share.

Step 2:  Click the overflow button

Click the overflow button to the right of the folder and select "Share" from the menu.

A dialog will be displayed showing a list of contacts that have access to your folder and their related folder permissions. 

To share your folder to a new contact, click the "SHARE" button on the top-right hand side of the Sharing dialog.

 

Step 3:  Select contacts and set permissions

Start typing the name, email, company name or tag of your contact in to the search field and click to add them to your list.

Once you have contacts in your list, click the menu on the right-hand side of each and set their folder permissions by selecting one of two options:

• Can view: contacts can view, add notes, download and markup plans/files in your folder, but cannot remove or add files.
• Can edit: contacts have access to all folder permissions (identical to that of the folder owner), including:
  • edit folder name
  • view "Sharing" section and edit permissions
  • share folder
  • remove folder
  • add new plans/files 
  • supersede existing plans/files
  • view plans/files
  • edit the description of plans/files
  • remove plans/files
  • add a note to a plan/file
  • share a plan/file
  • create a document summary report for a folder

Step 5:  Information

 The final step in the wizard gives you some information related to the related document transmittals and notifications. After reading, click the "SHARE" button on the bottom right-hand side of your dialogue and the related contacts will be notified.

Step 6:  Folder Share transmittal notifications

 After you share one or more folders, each contact receives an email notification like the one in the example below.

Recipients can click the "DOWNLOAD DOCUMENTS" button to download all related files and folders or click "VIEW ONLINE" to access files and folders via the interface.

A record of the related transmittal is added to the "Sent transmittals" folder of your Transmittals module with all information, including a date/time stamp for download activity.

Note: users without Webuild accounts will be able to access files and folders via a "guest mode" interface with limited access.

Step 7:  Automatic transmittal updates

After sharing a folder with project team members and contacts from outside of your organisation, transmittals will be automatically prepared for them as files are added or superseded in your folder.

Transmittals that are automatically prepared appear in the "Pending Transmittals" folder of your project's Transmittals Manager.

For more information about automatically prepared transmittal updates, see this article.

If you would like to know more about bulk sharing documents, shoot us an email at [e-mail] and our customer success team will be in touch.