Document Collaboration Set-up

To set up Document Collaboration;

1. First Create or Edit the Client Access profile you need (System -> Client/Owner Access), and go to the 'Settings' Section at the bottom of the screen:

On the first tab, 'Case Tabs', you will need to select the checkbox for Documents (circled in red above). This allows the end user to see documents.

If you use document folders in your system, you can further specify the portal only display documents with particular folders (circled in blue above).

2. Navigate to the 'Lists/Searches' tab:

Here, you will need to check the box next to 'All Documents' (circled in red above). Checking this box is essential, as it is what allows the end user to see the 'Documents' area in the portal.

3. Then, go to the 'Other Settings' tab:

Here are two checkboxes; 'Enable Document Collaboration' and 'Send Document Notifications' (circled in red above).

The 'Enable Document Collaboration' is essential to setting up Document Collaboration.

'Send Document Notifications' allows the end user to be notified, similar to how document notifications works in your Equinox system.

4. Finally, don't forget to scroll up and click the green 'Save' button towards the top of the page!

Document Collaboration Settings

There are additional settings for Document Collaboration that are within individual documents, not under Client/Owner Access settings.

To do this:

1. First go to the Relevant Case -> Documents tab -> Click into required document

2. Then, check that document collaboration is enabled, and the document is unlocked (both circled in red below):

3. When the document is unlocked and collaboration enabled, two options will appear at the top; 'Collaboration View' and 'End Collaboration':

'End Collaboration', disables Document Collaboration for this file

4. 'Collaboration View', takes you to the following screen:

On this screen we have 'Messages', 'Preview' and 'Collaboration Settings'

'Messages' (circled in blue above), allows you and the end user to communicate with each other about this document

'Preview' (circled in purple above), gives a preview of the file

'Collaboration Settings' (circled in red above), allows you to configure how the end user can interact with you and the file through the portal, more on this below

5. Next you can configure your 'Collaboration Settings':

This will dictate which functionality is enabled between Equinox and the Portal

6. Finally, don't forget to hit save!

Document Collaboration: Client View

In the portal, there are 2 ways in which a user can see documents:

1. When viewing individual cases, the user can see document details:

Field	Description
Date	Date of document creation
Icon eg:	Indicates the type of document. In this example, it's a Word file
Title	The title of the document as it is in Equinox
Folder	The folder of the document as it is in Equinox
Preview	Pop-up window containing document preview
Download	Allows the user to download the document

2. By viewing the 'Document' list from the left hand toolbar (circled in red below), and searching for a document:

When they click into a document, they will see the following at the top of the page:

And towards the bottom of the page:

Here, the user can interact with the document in more ways, including document approval and messaging, but only if this has been enabled on the Equinox side.