Share App/Folder

WorkSmart allows you to share an App/Folder with the Site Members of the portals as well as External Contacts. External Contacts can only see the record. However with Site Members, there are various types of access rights possible.

Site Members

You can share a folder with site members so that they can view, edit, or comment on it. Depending on the rights you give, site members will be able to see changes made as they happen so that everyone can be on the same page and you can get feedback quickly.

  1. Select Site
  2. Go to App/Folder by clicking App/Folder name on the site menu
  3. Click “Share” button located on top right corner of page
  4. Click “Get Shareable Link” button located in “Site Members” area
  5. To share the link with site members, click “Notify via Email” button
  6. You can provide multiple site members by selecting site members from select box appearing when you click on “Recipients” section
  7. Provide extra message to be attached to invitation email
  8. Click “Send Email” to send email to selected site members which will contain the details of link

Note: Site members will need need to login to portal in order to access shared folder


To add/remove/modify permissions who have access to folder

  1. Select Site
  2. Go to App/Folder by clicking App/Folder name on the site menu
  3. Click “Share” button located on top right corner of page
  4. Click “User Permissions” button located in “Site Members” area
  5. To modify existing permissions, select permission from selected box next to the user name. Four types of permissions are available
    • View/Comment – All: User can View and Comment on All Records. To enable this access right, Select “All Records” in View + Comment and Select “None” in Add + Edit.
    • Add + View/Comment – All: User can Add New Records. User can View and Comment on All Records. To enable this access right, Select “All Records” in View + Comment and Select “Own Records” in Add + Edit.
    • Add + Edit/Comment – Own: User can Add New Records. User can View, Comment and Edit Own Records Only. To enable this access right, Select “Own Records” in View + Comment and Select “Own Records” in Add + Edit.
    • Add + Edit/Comment – All: User can Add New Records. User can View, Comment + Edit All Records. To enable this access right, Select “All Records” in View + Comment and Select “All Records” in Add + Edit.
  6. To remove existing permission, click to remove the permission
  7. To add new site members, click “Browse – Site Members” button located on top right corner of “User Permissions” dialog
  8. Select/Unselect existing site members by clicking/unclicking onto the corresponding checkboxes
  9. Click “Apply” button on “Site Members” dialog
  10. Click “Apply” button on “User Permissions” dialog

External Contacts

You can allow external contacts to have access to folder. To get the link via which external contacts can access to the folder:
  1. Select Site
  2. Go to Folder by clicking Folder name on the site menu
  3. Click “Share” button located on top right corner of page
  4. Click “Get Shareable Link” button located in “External Contacts” area
  5. To share the link with external contacts, click “Notify via Email” button
  6. You can provide multiple external contacts by providing external email address in “Recipients” section followed by “Enter” key
  7. Provide extra message to be attached to invitation email
  8. Click “Send Email” to send email to external contacts which will contain the details of link

By default the link is open. That means no password is required and there is no expiry date set of the link. You can set a password and/or an expiry date for the shareable link as well.
  1. Select Site
  2. Go to Folder by clicking Folder name on the site menu
  3. Click “Share” button located on top right corner of page
  4. Click “Get Shareable Link” button located in “External Contacts” area
  5. Click “Edit” button located on top right corner of “App – Access Settings” section
  6. Provide “Password” and/or “Expiry Date”
  7. Click “Apply” button