A Collaboration Room is a feature of the system where invited participants can review, comment on, redline and exchange messages with others about a document online. Using the Collaboration Room eliminates the need to send documents back and forth as email attachments during negotiations.
IMPORTANT: Before you can create a Collaboration Room, note the following:
you must be a Contract Logix Full User
you must have access to the document you wish to collaborate on
in Org Roles/Permissions, your role must have the Create Collaboration Room feature turned ON in Feature Access
NOTE: Collaboration Rooms are a feature available only in accounts which have paid for them.
Open the document you wish to collaborate on in either Preview or Edit mode or display the Document Details page.
Click the
Collaboration Room button in the top menu and select Create Collaboration Room.Select the Secure Document toggle to ON or OFF. NOTE: Documents that are not secure can be accessed by anyone who clicks on the link sent via this email. Secure documents will require the recipients to create an account before accessing the document. This does not count towards your User subscriptions.
Next, select the Track Changes option by clicking the toggle to either ON or OFF.
Choose the Collaboration Room Mode (detailed above): Negotiation or Realtime Collaboration.
Choose the E-Sign Option: None/No E-Sign Option, Start with E-Signature, or End with E-Signature.
(optional) Enter a Personal Message for recipients.
(optional) Choose a reference Document to include in the Collaboration Room. NOTE: Reference Documents are any additional documents associated with the Parent Contract record the document for the Collaboration Room is created for.
Next, choose how the Send Invite Via method, the options are: Copy/Paste Link or Email. NOTE: With the Copy/Paste Link, the link will appear when you click the Send button. Each Collaboration Room link is unique, users should not simply copy one link and send it to multiple invitees or the participant tracking won't work properly.
From the Recipients drop-down menu, select the recipient type: Contact, User, Email, or Role.
If Contact, click the drop-down menu in Send To and choose a Contact in the application. Click
.If Email, enter the recipient's First and Last Name, followed by the Email address. Click
. NOTE: Use caution when sending via email to ensure the proper recipient and the address is correct.If User, click the drop-down menu and select a User in the application. Click
.If Role, click the drop-down menu and select a Role in the application. Click
.
In the Recipient List section, locate the recipients and using the Role column drop-down, select the role of the recipients: Owner, Collaborator or Reviewer. NOTE: The Owner is set by default and participant roles are completely unrelated to Contract Logix user roles and only apply to permissions a participant has while working in that Collaboration Room.
The creator of the room is the owner by default and is automatically added to the recipient list; therefore, it is not necessary to invite an owner. However, you can invite another internal user from that tenant to be an “Owner” in case the creator/owner is not available, and someone needs access to perform owner-only tasks such as ending the Collaboration Room or removing a participant. NOTE: the "Owner" option is only available for individuals added with the Recipient Type of “User”. See graphic below.
Collaborators can add comments, send messages to other participants, edit (redline) and submit changes, and approve documents.
Reviewers can add comments and send messages but cannot edit documents or approve.
Next to the Role column is the Collaboration Party Type drop-down. Select the Party type: Party (internal) or Counterparty (external).
Click
.
Invitations are emailed to everyone in the Recipients List. The page is refreshed and a banner across the top of the document reads “Document Collaboration in progress”. The Edit button is removed from the toolbar so that the document can only be edited in the Collaboration Room.
To go to the Collaboration Room now, click OK in the “Do you want to redirect to the Collaboration Room?” message.
If you do not wish to go now, click Cancel and then you may go later by selecting the Collaboration Rooms option on the left navigation menu and choosing the room to go to from the Collaboration Rooms grid.