11.2.5. Shared Items

Documents module allows you to share items with Extranet users, who have limited access to OfficeClip. You control from this screen only shared Document Items, making it easy to manage and make changes. (See the Help section in Extranet to set up users, control access, etc.)

To view and make changes to the Shared Items, click the Shared Items button from the button bar.
You can now see all items from this application that are in the Extranet list. From here, you can Deactivate any of these items, meaning they will still exist (not be deleted) but they will no longer be visible to Extranet users. If an item has been Deactivated, you can click Activate to turn it back on again.
If you want to delete one or many shared items completely, click the item so the checkbox is checked and click Remove.
The icons in the Actions column are used to email the item to a user and to edit the item , which you can also do by clicking on the item name.
To manage each item, simply click on it. In the next screen, you can name the item. Click Next to edit the details of the shared item. This page allows you to select what information will be shown to the Extranet user (for example, a particular report).
Click Next to continue to the Access Control page where you can set permissions for the Extranet users. You can create public access or go all the way to choosing each individual Extranet user who will have access to that particular item.
Click Save when finished and you will either get a Public Link on the next screen which you can send out in the email provided, or only the users you selected will be emailed the private link to see the Shared item.

11.2.5.1. Deleting Documents and Folders

This feature allows the user to remove files and folders from the Document application. It will delete a file/folder from the desired location, however if the file is also in another folder location, it will not be removed from that location.

To delete a document or folder, select the checkbox next to the document name from the Document List screen and click the Delete button. Alternatively, you may first click the folder or document to see details and then click the Delete button.
A safety screen will display the content details allowing you to confirm to delete the selected documents or folders. Click Delete to continue or Cancel to not delete. Click Finished on the final screen.

11.2.5.2. Renaming Documents and Folders

To change the name, keywords or description of a document, go to the Document List screen. Under the Functions column, to the right of the document, click the icon.
A window will display the file name details. Enter a file name in the New Name box. Click Rename to finish or Cancel to exit without renaming the document or folder.

	Note
	A file can not be renamed if it is locked. Unlock the file by clicking the icon.