Managing Shared Content

Managing Shared Documents

When working in a collaborative environment, managing shared content effectively ensures smooth workflows and maintains document security. Whisperit provides tools to view, organize, and control shared documents.

Accessing Shared Content

Shared with Me Tab: • Located on the documents page • Displays all documents others have shared with you • Includes both Private documents shared specifically • Shows Public workspace documents • Easy access to collaborative work

Navigating to Shared Documents:

1. Go to your documents page

2. Click on the "Shared with me" tab

3. View all shared documents

4. Click to open any document

5. Work according to your permissions

Organizing Shared Documents

Creating Structure: • Use folders for different projects • Organize by client or matter • Group by team or department • Sort by date or priority • Create clear naming conventions

Best Practices: • Regular review of shared content • Archive completed projects • Remove unnecessary access • Keep active projects accessible • Document sharing decisions

Understanding Document Permissions

View Only Access: • Read document content • Cannot make edits • Can print or export • Review and reference only

Comment Access: • View and add comments • Provide feedback • Cannot edit content • Collaborative review

Edit Access: • Full editing capabilities • Make content changes • Active collaboration • Requires trust and coordination

Managing Your Own Shares

Tracking What You've Shared: • Review documents you own • Check sharing settings regularly • Update permissions as needed • Revoke access when appropriate • Monitor document activity

Removing Access:

1. Open the document you shared

2. Click Share button

3. View current users with access

4. Remove specific users

5. Update permission levels

6. Save changes

Workspace Sharing

Public Documents: • Visible to all workspace members • Appear in everyone's searches • Good for templates and resources • Collaborative team assets • Consider carefully before making Public

Private Documents: • Only you and specific users see them • Must be explicitly shared • Better for confidential work • Controlled access • Maintain privacy

Collaboration Workflows

For Document Owners: • Set clear permissions from start • Communicate expectations • Monitor document changes • Provide feedback promptly • Finalize and lock when complete

For Recipients: • Respect permission levels • Complete assigned tasks • Communicate questions clearly • Track your contributions • Notify when work is complete

Security Best Practices

Protecting Confidential Information: • Only share when necessary • Use most restrictive permission • Review access regularly • Remove old shares • Monitor document activity

Client Confidentiality: • Never make client documents Public • Use Private with specific sharing • Track who has access • Remove access after matter closes • Follow bar association guidelines

Common Scenarios

Team Project Management: • Share project folder with team • Set appropriate permissions • Regular status updates • Clear ownership and roles • Archive when complete

Client Matter Collaboration: • Create matter folder • Share with authorized team only • Maintain confidentiality • Regular access audits • Document retention policies

Troubleshooting

Can't Find Shared Document: • Check Shared with me tab • Verify it was shared with you • Check if permission was revoked • Contact document owner • Refresh your browser

Permission Issues: • Verify your access level • Contact document owner • Check if document is Private • Ensure workspace membership

Tips for Effective Management

• Regular cleanup of shared content • Clear communication with team • Document sharing policies • Training for new team members • Periodic access reviews • Maintain organized structure • Use consistent naming • Archive completed work