Collaborators can be added and/or removed from requests in all statuses except: Deleted, Rejected, or Canceled. 

To share a request for collaboration with another user, click Share in the top right corner of the request. 

Note: Any internal user can be selected as a Collaborator. Multiple Collaborators can be selected for one request. 

Begin typing in the Add Collaborators box, to select a user(s). 

Once Collaborator(s) are chosen, click Share. 

Once clicking Share, the system will:

• Send an email notification to the new collaborator(s). Collaborator(s) will be cc'd on any emails that are sent to the original submitter, except email reminders.  
• The selected collaborator(s) will now be able to see the request(s) in the Shared With Me tab in the Approvals and Disclosures or Third-Party Management section of the gateway. 

From the Shared with Me tab, the collaborator can now open the request to view or edit the request. Any user viewing the request can also see who the collaborator(s) are on that request in the upper right-hand corner. 

To delete a user as a collaborator, click the Number of People the request is shared with. 

Note: Only the original submitter can delete collaborator(s). 

Select Delete from the dropdown menu to the right of the collaborator that you want to remove. 

A pop-up box will open, select Confirm to continue. 

After deleting a user(s) from collaboration, the user will no longer be able to see and edit the request.

Multiple Users Editing a Request at the Same Time

The request creator and request collaborator(s) are able to edit the request almost simultaneously. Once a user (User A) saves changes to the questionnaire (activity, recipient or support category), the system creates a new request version. 

Any other user(s) (User B) who are editing the request and click to save their own changes are notified with a pop-up that says changes have been made by another user and to reload the request.  

User(s) must click Reload to apply the other user's changes on their request version.

If both the user(s) are editing the same questionnaire, any information User B has entered in the same questionnaire as User A will be lost and overwritten when User A's saves their changes. 

If both user(s) are editing different questionnaires, the data will be saved for both User A and User B separately. (e.g., If User A updates the activity and User B updates a recipient, both user's changes will be saved.)

Adding Recipients

If multiple users are working on the same request, with multiple recipients, at the same time, we recommend adding recipients only when all other support categories have been added. 

By adding support categories first, when a request creator or collaborator then adds a recipient, they will see a list of all the support categories to add to their recipient. 

If a new support category is added to the request after recipients have been added, the creator or collaborator must edit any recipients to which the new support category should be applied.

 

Submitting the Request

When multiple users are editing a request, there is a possibility that the same recipient may be added to the request by each user, creating duplicate recipients. Before submitting the request, the request creator must ensure that all the recipient(s) are added correctly and that no duplicates are present. 

We highly suggest always clicking Save Changes prior to submitting your request to check for any changes made by collaborators.

 

 

FAQ

Why don’t I see any buttons to update the request as an editor collaborator?

As an editor collaborator, you cannot edit a request that has already been submitted for approval.

However, you can add new support categories or recipients to the request. If edits are required for any parts of the request that have already been submitted, the original submitter must update the request, which will change its status to "Update Pending."

Once the request is in "Update Pending" status, collaborators can make additional edits if necessary. After all updates are completed, the original submitter must resubmit the request for approval.

If the original submitter is unable to update the request, a request admin can reassign the original approver to ensure the request progresses in the workflow.