Document Building - Assign Collaborators

To Assign Collaborators, select the Collaborators modal in the upper right-hand corner of the document. 

There are three main sections of the Collaborators modal. Click on the section below to be taken directly to its specific information. 

• People
• Pages
• Notifications

People

Editors can see all of the users within their organization in the People tab and can assign pages to a user as a Contributor and/or a Reviewer.  

1. Navigate to the People tab.
2. Filter and sort for the users to whom you wish to assign pages and permissions. 
   Note: You can toggle on the ability to hide people not assigned to any pages. This tool is especially useful when you are reviewing users who are already assigned to pages.
3. To add a user as an additional editor, simply toggle to YES in the Editor column. Remember, the editor toggle gives that user access to the WHOLE document. 
4. Select the Add New User icon, which will take you to ClearGov’s User Management tool, where you can add a user who currently does not display in the people view.

5. Select the Action icon (three dots) to and select Manage Page Assignments for a particular user.  

   

   From here, select the drop-down menu to assign a Reviewer or Contributor access to a page. The permissions are now controlled at the page level, which means a user can have different roles on different pages. To complete the assignments, select the Save Assignments button.

6. When finished assigning users and permissions, select Close Window.  

Pages

Another option to assign pages to users is via the Pages tab. From this tab, the editor can see who has already been assigned what pages and with what roles, as well as the status of that page. Editors can bulk-select pages and assign users to those selected pages with a specific role. 

1. Navigate to the Pages tab. 
2. To assign users, select the boxes next to the page name.

3. Then, select the Manage Page Assignment button. 

   

   From the Role dropdown on the user, choose whether the user is a Contributor, Reviewer, or Not Assigned to the pages you had previously selected. To complete the assignments select the Save Assignments button.

4. Once you are finished with page assignments, select the Close Window button. 

Notifications

As an editor, you can manage email notification preferences for collaborators assigned to a document. Within the Collaborators modal of the document or report, Admins can enable or disable system-generated notifications for individual users.

1. Navigate to the Notifications tab.
   Note: All notifications will be toggled on as the default.
2. Toggle off or on the appropriate email notifications for each of your Collaborators.
   • Page Status Update will notify a user if the status is changed on their assigned pages. 
   • Page Comments Added will notify users if comments are added to assigned pages. 

Note: If notifications are toggled on for Editors, they will receive Page Status Update and Page Comments Added email notifications for all pages.