Do you dream about editing documents in real time with friends from other organizations? Maybe it's just us, but if you do, you've come to the right place.
Why Not Just Email it?
Gone are the days of email ping-pong with multiple document versions cluttering your inbox. Welcome to the future, where there are no flying cars, but we have real-time collaboration so you and anyone else can edit a document together. This may seem daunting, but we promise it's easier than you would have expected.
This guide will accomplish the following:
- Identify and Confirm a Collaboration Block for Document or Folder
- Request Access to Collaborate on a Document
Applicable Scope: Internal Users
Required Group Membership: N/A
Note
This guide is focused on sharing documents with the goal of allowing collaboration. By collaboration, we are referring to allowing an external user to edit and change a document alongside you at the same time. If your needs are simply to send a document to an external user, but do not have the need to edit a document in real-time with someone else, you can simply attach the document to an email. To share an entire SharePoint site, follow the Request and Invite SharePoint Collaborators procedure. If you would like that ability to collaborate in real-time, proceed with the guide.
Identify and Confirm a Collaboration Block for Document or Folder
- When attempting to share a document or folder with an external user, if you receive the error “You can only share within your organization”, this is an indicator that you are not included within the designated collaboration group that is granted the necessary permissions to send collaboration invitations to allowed external domains or users.
- You will be prevented from sharing the desired document or folder with an external organization until you are granted the necessary permissions from an administrator. Proceed to the following section to see if this collaboration will be allowed.
Request Access to Collaborate on a Document
- To be able to invite a collaborator to a document, you will need the proper permissions. To attain these, send a message via Teams or Email to the person over your IT or a manager. Let them know you would like to add a collaborator to a document. A template for this message can be found below:
❓| Don't know who to talk to? Just email Help@Sittadel.com
“Hello, I have an external company I would like to collaborate with the {INSERT DOCUMENT NAME} document on. I will need the Users.Collaboration group assigned to my account, and the user(s) I would like to share with is/are {INSERT USER(S)}. Thank you!”
- The technical services provider will review the request and perform changes on the backend to allow this to happen. Upon acceptance and completion of the allowance, you should be sent a message giving the green light to invite the guests. Once this confirmation is received, proceed to the Share a Document or Folder document to learn the steps necessary to invite the collaborator to the desired Document or Folder. Do not proceed until confirmation is given.
You're Finished!
You've just made sure your invite is on its way. Soon, you'll be sharing and collaborating. If you face any hiccups, we are an email away, providing security for humans! 👤📨