Collaborators & Permissions | SideDrawer

This article is for: All SideDrawer Users
Some elements are only relevant to SideDrawer Console Users

SideDrawer's mission is to help you protect and organize your important files, and sometimes that also involves sharing your files with the right people.

You can use the Collaboration permissions to invite clients, family members, and third-party users like accountants or lawyers to access your SideDrawer, or specific Records and Folders.

Collaborators' access is defined by two elements:

Permission Scope - defines where the Collaborator has access
(entire SideDrawer, one Record, or a combination)
Permission Role - details what the Collaborator can do in SideDrawer
(edit Records, view and download files, delete files, invite other users)

Permission Scope

Permission Scope defines the areas of the SideDrawer that the Collaborator can access.

SideDrawer Access:
This Collaborator's permission relates to the entire SideDrawer, so they have the same level of access (Permission Role) across all Records in the SideDrawer.
Collaborators with SideDrawer access can use SideDrawer-level features, such as Info Requests, Simple File Requests, and Share File.
Record Access:
This Collaborator's permission relates to one specific Record or Folder within the SideDrawer, so their level of access (Permission Role) applies to that Record.
Collaborators with Record access can't use SideDrawer-level features, such as Info Requests, Simple File Requests, and Share File.
Combined Permissions:
Sometimes it makes sense to give a Collaborator customized permissions, either to multiple Records, or to SideDrawer and Records.
1. Multi-Record:
  A Collaborator can be added to multiple Records in the SideDrawer, either with the same Permission Role for all, or with different Permission Roles for each Record, as appropriate
  
  For example, if we added an insurance broker to this client's SideDrawer, they might have Editor access to the Record containing the car insurance policy, and Viewer access to the Record containing the Driver's License.
  The broker would be able to upload and edit and upload files for the policy, but could only look at the Driver's License files (e.g. to check the expiry date)
2. SideDrawer + Record(s)
  Sometimes it makes sense to give a user lower-level access to the whole SideDrawer, with increased permission for specific Records
  
  For example, a financial advisor might be given Viewer access to the client's SideDrawer, with Editor access to the Portfolio Statement Record.
  The advisor would be able to check on files in the whole SideDrawer, but would only be able to upload and edit files in that Record.
  
  Remember that SideDrawer-level access gives a Collaborator access to all Records in the SideDrawer - if a user has access at the SideDrawer level, you don't need to also add them to individual Records, unless you want different permission roles at each level
  
  Note that the system looks at the higher permission first - if a user has Editor access for the whole SideDrawer, you can't restrict them to Viewer access for one Record

Permission Roles

Owner: The Owner is a special type of Collaborator - Owners are not listed in the Collaborators menu, but will appear in the SideDrawer details under Manage SideDrawer

The Owner has access to all aspects of the SideDrawer, as well as the option to transfer ownership to a different person, or to delete the SideDrawer entirely.

In most professional settings, the professional would be the owner of the SideDrawer, with the client and other users added as Collaborators.

For personal SideDrawers, or sponsored/licensed SideDrawers, the client may be the SideDrawer owner.

Editor: Highest access for a non-owner.

An Editor can read and download files, upload files, delete files and Records, move or copy files and Records, and edit (rename) files and Records, and can invite other Collaborators and update their access.

Advisors and admins on a client SideDrawer usually have Editor access.

Contributor: Add-only access.

Contributors can read and download files, upload files, and create Records/Folders, but they can't delete files or Records, and they can't directly invite other Collaborators.

In a professional SideDrawer, the client or clients are often given a Contributor role, providing them with substantial access, with some restrictions.
Note that Contributors can rename files and Records - Contributors with SideDrawer-level access can also edit the name of the SideDrawer.

Viewer: Visibility access.

Viewers can read and download files, and see other Collaborators in the SideDrawer, but they are 'hands-off' users, so they can't upload files, alter or delete files or Records, and can't directly invite other Collaborators.

Viewer access is useful for consultants or secondary users, who may want visibility into files, but don't need to interact directly.

Observer: Document access.

Observers can read and download files, but can't see the Collaborators menu.
Like Viewer, Analyst is a 'hands-off' role, so they can't upload files, move or edit files, or delete files or Records.
Observer is useful for when you want to have multiple users access the same content, without seeing each other's contact information - for example, if you want to share general info documents or brand materials from a central SideDrawer.

No Details: Limited access.

A No Details Collaborator can see the names of Records, but can't see, open or download the files, and can't delete or alter files/Records/Folders, and can't see or invite other Collaborators.

No Details access is useful for beneficiaries of a will or insurance policy, as it allows them to know where the document is located, but restricts them from seeing the specifics.

Permission Role Details - SideDrawer

Action	Owner (SD)	Editor (SD)	Contributor (SD)	Viewer (SD)	Observer (SD)	No Details (SD)
See Timelines	Yes	Yes	Yes	Yes	No	No
See Info Requests (Edit Complete)	Yes	Yes	Yes	No	Yes	No
See Collaborators	Yes	Yes	Yes	Yes	No	No
Add Collaborators	Yes	Yes	No	No	No	No
Delete Collaborators	Yes	Yes	No	No	No	No
See Record Contents (files)	Yes	Yes	Yes	Yes	Yes	No - only see Record name
Create a Record	Yes	Yes	Yes	No	No	No
Update a Record	Yes	Yes	Yes	No	No	No
Delete a Record	Yes	Yes	No	No	No	No
Upload a file to a Record	Yes	Yes	Yes	No	No	No
Delete a file from a Record	Yes	Yes	No	No	No	No
Download and print a file from a Record	Yes	Yes	Yes	Yes	No	No
Receive notifications for all changes	Yes	Yes	Yes	Yes	Yes	No
Assigned Info Requests	Yes	Yes	Yes	No	No	No
See Reminders	Yes	Yes	Yes	Yes	No	No
Add/Edit Reminders	Yes	Yes	Yes	No	No	No
Delete Reminders	Yes	Yes	No	No	No	No
Send Simple File Request	Yes	Yes	Yes	No	No	No

Permission Role Details - Record

Action	Editor (Record)	Contributor (Record)	Viewer (Record)	Observer (Record)	No Details (Record)
See Timelines	Yes	Yes	No	No	No
See Info Requests (Edit Complete)	Yes	Yes	No	No	No
See Collaborators	Yes	Yes	No	No	No
Add Collaborators	Yes	No	No	No	No
Delete Collaborators	Yes	No	No	No	No
See Record Contents (files)	Yes	Yes	Yes	Yes	No - only see Record name
Create a Record	Yes	No - can create Folders if that setting is turned on in the UX	No	No	No
Update a Record	Yes	Yes	No	No	No
Delete a Record	Yes	No	No	No	No
Upload a file to a Record	Yes	Yes	No	No	No
Delete a file from a Record	Yes	No	No	No	No
Download and print a file from a Record	Yes	Yes	Yes	Yes	No
Receive notifications for all changes	Yes	Yes	Yes	Yes	No
Assigned Info Requests	Yes	Yes	No	No	No
See Reminders	Yes	Yes	Yes	No	No
Add/Edit Reminders	Yes	Yes	No	No	No
Delete Reminders	Yes	No	No	No	No
Send Simple File Request	Yes	Yes	No	No	No

Viewing and Editing Collaborator Permissions

Only Collaborators with Viewer role or higher at the SideDrawer level will be able to view Collaborator Permissions

Only Collaborators with Editor or Owner role at the SideDrawer level will be able to edit Collaborator Permissions

Viewing Collaborator Permissions

Select Collaborators from the left-hand menu, to see the Collaborators page:

Here you will see the names and email addresses of all Collaborators on the SideDrawer

Collaborators will show as Active if they have already registered for a SideDrawer account, and as Pending if this is their first invitation and they haven't registered yet

On the right, you can see each Collaborator's permission scope and permission role

Record Viewer = Record access with Viewer permissions

SideDrawer Contributor = SideDrawer access with Contributor permissions

Collaborators can also have a listed Relationship - this is an optional field that identifies who the Collaborator is: admin, client, spouse, advisor, accountant, etc.

For Collaborators with Record-level access or Combined Permissions, you can click on their entry, then on Records, to view the Records in the SideDrawer and see which Record or Records they have access to

Editing Collaborator Permissions

If you have Owner or SideDrawer Editor access, you can click on a Collaborator to change their permissions

To remove a Collaborator from the SideDrawer entirely:

Click on the 3 dots at the right of the Collaborator's listing, and select Delete all permissions for this Collaborator

In the confirmation screen, double-check the email to make sure it's the Collaborator you want to remove, then click Delete

To change a Collaborator's role at the SideDrawer level:

Select the Collaborator, and click on their permission role.

You'll see their current permission displayed under SideDrawer

Choose the new permission role you want to assign, then click Confirm

To change a Collaborator's role at the Record level:

Select the Collaborator and click on their permission role, then click on Records to view available Records in the SideDrawer

Choose the permission role you want to assign - you can select multiple Records if desired, and you can assign different permission roles for different Records, as appropriate

Note: if the SideDrawer has Sub-Folders, permission needs to be managed for each folder separately.A Collaborator with access to a Record does not automatically get access to its Sub-Folders

To combine SideDrawer role and Record roles:

Select the Collaborator and click on their permission role

Choose the role you want to assign at the SideDrawer level

Then click on Records, and assign permission(s) at the Record level

When you've selected all the permissions you need, click Confirm to complete

Remember that the system looks at a Collaborator's highest permission level first: if you assign Editor role at the SideDrawer level, you can't assign a lower permission at the Record level to limit access - that user already has Editor-level permission for all Records in the SideDrawer

Adding Collaborators

Adding Collaborators from the front end

A SideDrawer Owner or Editor can add Collaborators from the front end, using the Collaborators menu

Click on Collaborators in the left-hand menu to open the Collaborators page
Select Add Collaborator in the upper right
Enter the email address for the Collaborator being added
Optional: Enter the full name for the Collaborator
Optional: Enter a Relationship or choose one from the drop-down
Assign permission role(s) at the SideDrawer level, Record level, or combined
When all details are entered, click Confirm to complete

To add a Team instead of an Individual Collaborator:
Click on the person icon on the left, and choose Team Collaborator from the drop-down
Then select the Team you want to add

Assign permissions as with an Individual Collaborator - all members of the Team will have access to this SideDrawer, with those permission roles

Adding Record Collaborators

SideDrawer owners or Editors at the Record level can also add Collaborators to a Record, and edit their permissions

In the Record Collaborators menu, click on the + at the far right

1. Enter an email address to invite the Collaborator

2. Permission role will be set to Editor - click the pencil icon to choose a different permission role (Editor, Viewer, No Details, Contributor)

3. Optional: use the + sign at the left to add more rows and invite additional Collaborators

4. Optional: use the person icon at the left to toggle from Individual Collaborator to Team Collaborator for the invitation

5. Optional: click the down arrow on the right to enter Full Name and Relationship for this Collaborator

6. Click Confirm to complete and send the invitation

Adding Collaborators from Console (admins only)

Adding Collaborators during SideDrawer creation

Adding Individual Collaborators during SideDrawer creation:

In Step 3 of creating the SideDrawer

1. Select the SideDrawer

If you're creating one SideDrawer at a time, you'll only have one option

2. Select Individual Collaborator

3. Enter the Collaborator's email address

4. Set the permission role

Note that during SideDrawer creation, all roles are assigned at the SideDrawer level, because the SideDrawer doesn't have any Records yet

5. Click Add Collaborators & Next to add the listed Collaborators and continue with SideDrawer creation

Adding Team Collaborators during SideDrawer creation:

In Step 3 of creating the SideDrawer

1. Select the SideDrawer If you're creating one SideDrawer at a time, you'll only have one option

2. Select Team Collaborator

3. Choose your Team from the list
Note: during SideDrawer creation, you can select and add any Team that has been built in your Console.
When adding Teams after SideDrawer creation, you will only have access to Teams that you're a member of.

4. Set the permission role

Note that during SideDrawer creation, all roles are assigned at the SideDrawer level, because the SideDrawer doesn't have any Records yet

5. Click Add Collaborators & Next to add the listed Collaborators and continue with SideDrawer creation

Adding Multiple Collaborators during SideDrawer creation:

Follow the steps above, then click on Add more Collaborators

Enter the information for each Collaborator, until you have all the Collaborators you need

In this example, we have 2 clients, both added as Individual Collaborators - one is the primary, with Contributor permission, and the other is secondary, with Viewer permission

We've also added an internal team (admins advisors), with Editor permission

Note that bulk-adding Collaborators using a CSV can only be done during SideDrawer creation.

For more details on SideDrawer creation, including adding Collaborators with a CSV

Adding Collaborators from Accounts->SideDrawers

You can add Collaborators from your Console, after SideDrawer creation, using the Accounts->SideDrawers menu.

In the Accounts->SideDrawers menu, click on the 3 dots to the right of a SideDrawer, then select Manage SideDrawer Collaborators from the actions menu:

This will open the Collaborators screen, where you can see the list of current Collaborators on the SideDrawer, with their current permission setting.

To add a new Collaborator, enter their email address, select the permission role, and click Confirm:

Optional: click the down arrow at the right to open a second row where you can enter the Full Name and set a Relationship:

The Full Name will appear in the invitation email - the new Collaborator will have the opportunity to edit how their name appears when the register for their SideDrawer account.

Relationship is optional, and you can leave it blank - it's useful for drawers that have a lot of different kinds of Collaborators, like an will/estate management drawer that includes the client, immediate family, other loved ones, your team, and other third-party professionals like lawyers or accountants.

This menu only manages permissions at the SideDrawer level, so if you want to add Collaborators with Record access, you'll need to do that from the front end, using the Add Collaborators function in the drawer itself.

Adding Admin Users from Console

Admin users can also add themselves to a SideDrawer - this is useful if an admin wants to temporarily access a SideDrawer to make changes from the front end or to check permission settings, or if the admin wasn't added during SideDrawer creation but should have access

In Console, go to Accounts > SideDrawers
Locate the SideDrawer you want to add yourself to, click on the 3 dots at the right, and choose Collaborate with this SideDrawer from the Actions menu
In the pop-up, make sure you have the right SideDrawer, then click Confirm
You will be added to the SideDrawer with SideDrawer Editor permission, and a notification will be sent to all Collaborators with SideDrawer-level access

Removing Collaborators

There are a few options for removing a Collaborator, depending on whether you want to remove one part of their permissions, remove them from a SideDrawer entirely, or delete a pending invitation.

To remove a Collaborator from part or all of a SideDrawer, you will need Editor or Owner permission on the relevant SideDrawer.
To delete a pending invitation, you will need admin access to the Console.

Removing Partial Permission

If a Collaborator has access to multiple parts of a SideDrawer (several Records, or combined SideDrawer + Record access), you can remove their access to one or more parts by using the trash can icon.

Note: if you want to remove the Collaborator from a drawer entirely, use the instructions for Removing SideDrawer Access, below.
Removing Partial permission is useful when you want to remove the Collaborator's access in one part of the drawer, while keeping their other permissions intact.

For example, this Collaborator has Viewer access to the Record called 'New 3' in Legal Documents, and has Editor access to the Record called 'Contract' in Insurance Policies:

Once we click on the trash can icon, the Editor permission is removed, leaving only the Viewer permission on the 'New 3' Record:

Scroll down to the bottom of the screen and click Confirm to complete.

If the client has permissions at the SideDrawer level and at the Record level (for example, Viewer permission for the drawer, with Contributor permission for selected Records), and you want to remove the SideDrawer-level permission only:

1. Select the client in the Collaborators menu:

2. Under SideDrawer permissions, click the trash can icon:

3. The SideDrawer-level permission will now show as blank.
Click Confirm to complete the removal.

4. In the Collaborators menu, the client will now show just the Record permissions (if the have access to multiple Records, this will still show as Combined Permissions):

Deleting Full Permission

If you need to remove a client or third-party user from a SideDrawer entirely:

Locate the user in the Collaborators menu, and click the 3 dots to the right of their entry, then select Delete all permissions for this Collaborator:
You'll get a confirmation pop-up - double-check to make sure you want to go ahead, then click Delete to complete the removal:

Note 1: If you need to remove the client from multiple SideDrawers, you'll need to follow the steps above for each drawer that they're a Collaborator on.

Note 2: Once you remove permissions for a user, they will still appear in the Accounts->Clients & Users menu in your Console.
This is a historical listing, for compliance purposes, reflecting that this person had at one point been invited to your environment.
You can click on View Details from this menu to check whether the user still has access to any drawers or Records.

Deleting a Pending Invitation from Console

If a client or user has been invited to a SideDrawer in your environment, but has not yet clicked on the link and registered their account, they will show in your Console as Pending Registration.

While the invitation is still Pending, you can delete it from the Accounts->Clients & Users menu in your Console.

To delete a Pending invitation, click the 3 dots to the right of the user listing, and select Delete Invitation from the action menu:

In the pop-up, confirm that this is the correct user, then click Delete to remove the invitation.

Once a Pending invitation is deleted, the user will be removed from your Accounts->Clients & Users menu.
If you deleted them in error and need to add them again, follow the steps above for adding a Collaborator from the front end or from Console.

Deleting Full Permission from Console

In your Console, you can add or delete Collaborators from the Accounts->SideDrawers menu.

In the Accounts->SideDrawers menu, select the drawer you want to edit, click on the 3 dots on the right, and select Manage SideDrawer Collaborators from the action menu:

This will bring up a list of existing Collaborators, as well as the option to invite new Collaborators.

To delete a Collaborator's permissions for this drawer, select the 3 dots to the right of their entry, and select Delete all permissions for this Collaborator:

In the pop-up, select Delete to remove the Collaborator from this drawer:

Important Note:

We've built SideDrawer to be as secure as possible, and Collaborators are a big part of our security structure.
With SideDrawer, instead of sending sensitive information and documents out, you invite trusted Collaborators in.
But even we can't ensure that once a Collaborator sees a file, that they don't make copies of it by taking a screen shot, for example.

That's why we strongly recommend you share your SideDrawer, and the records within it, ONLY with people that you trust will handle your important documents responsibly, like trusted advisors, professional service providers, and loved ones.