Document Sharing

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Define document sharing with your Collaborati Firm Offices.

You and your offices can share documents in the following ways:

TeamConnect can share with All Collaborati Offices
Collaborati Offices can share as attachments to budget requests to share between Collaborati and CSM

Sharing Documents with All Collaborati Offices

You can upload documents, such as billing guidelines, to share with Collaborati Office administrators. There are two ways to share documents with Collaborati Offices:

You can share documents globally (with all Collaborati Offices)
or
You can share documents with a specific Collaborati Office

For more information about sharing documents with a specific Collaborati Office, see Sharing Documents with a Collaborati Office.

You can share the following file formats:

.DOC
.GIF
.JPG, .JPEG
.PDF
.PNG
.RTF
.TXT and other files that are text format
.XLS
.XML

Shared documents are transferred to Collaborati at synchronization time. When you delete a shared document, at the next synchronization with Collaborati, the document will be removed from Collaborati.

Note: You cannot upload executable files (.EXE format) or zip files (.ZIP, .JAR formats). Executable files and zip files will not be transferred to Collaborati.

Note: You can upload, update, or delete shared documents regardless of whether synchronization between CSM and Collaborati is running.

Important: Do not exceed 50 MB of files shared among all offices and globally.

Under the Collaborati Document Sharing section, the Last Published date and time indicate the date and time of the last synchronization with Collaborati when new or updated documents were transferred to Collaborati. For more information on the drag-and-drop functionality here, see Adding a Document to TeamConnect in the TeamConnect User Guide.

Document Sharing Page

Collaborati Office Administrators will receive an email notification on the midnight of the day when documents are transferred from CSM Settings to Collaborati.

To share documents with all Collaborati Offices

From CSM Settings, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
Click the Upload icon. Navigate to the file to upload and click Open.
Although you upload each document separately, multiple documents can be uploaded. The maximum total documents file size is 5MB.

To update shared documents for all Collaborati Offices

From CSM Settings, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
Click the Check Out icon.
Click the Check In icon and navigate to the file to upload and click Open.
When the next synchronization between CSM and Collaborati occurs, the updated file(s) will be transferred to Collaborati and replace the previous file version(s).

To delete shared documents for all Collaborati Offices

From CSM Settings, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
Check the document(s) to delete. Click the Delete icon.
When the next synchronization between CSM and Collaborati occurs, the deleted file(s) will be removed from Collaborati.

Note: The following operations are not allowed from the Collaborati Document Sharing page: creating subfolders, creating shortcuts, and creating hyperlinks. Subfolders, shortcuts, and hyperlinks will not be transferred to Collaborati.

Sharing Budget Request Documents Between Collaborati and CSM

When CSM synchronizes budget requests from Collaborati, it also retrieves supporting documents that are submitted for this request. These documents are available in TeamConnect on the Documents page for the selected budget request.

Once you open a budget request, you can view retrieved documents by clicking the Documents link in the left pane.

If you upload documents directly to the Documents page in TeamConnect, these documents are not synchronized back to Collaborati and are only available in CSM.