Document Sharing and Distribution

Sharing determines who can reach a controlled document and its related form. Apply access at the document level using organisation groups or individual users, then combine it with role permissions.

Share a document

1. Open the controlled document and locate its sharing or distribution panel.
2. Select the required locations or branches, departments and designations.
3. Add individual users when access cannot be expressed through an organisation group.
4. Save the sharing changes and verify them with a non-administrator account.

Collaborate in ONLYOFFICE

Users with access can open the document in the integrated editor. Co-authoring and comments are available according to the editor configuration. Use track changes when proposed edits need review before they become part of the controlled document.

Review distribution

• Remove access when responsibilities change.
• Use individual sharing only where group sharing is not appropriate.
• Review the document’s approval and publication state before broad distribution.
• Confirm linked custom-table permissions when a shared document has a generated form.