Share the form as owner of the form

As owner of the form there are two ways of accessing the Sharing screen. The owner of the form is the person who has initiated the application request. 

There are two ways to access the sharing screen:

Access the "Sharing" screen from "My applications"

In My Applications, click on the Actions button next to the application form you want to share and select the Sharing option.

Access the "Sharing" screen from within the application

From within the application, click Sharing in the Content menu.

Details of the Sharing screen

By default the sharing list is empty. Add colleagues/persons with whom you wish to share the application, by clicking on the buttons:

• Share with a new person
• Share with an associated person
• Share from my contact list

The type of access/permission to the application form must be detailed for each person. The types of permissions are: 

• Read - implies the person may view and read the application form
• Write - implies the person may read and edit the application form
• Submit - implies the person may read, edit and submit the application form. Only one additional person to the owner can have access to submit a form. 

In addition to these sharing permission, the permission must be activated and only one person at a time can edit a form. 

Each line item has a check box for activating the sharing permission and to give editing access.

This implies that no permission is given until the check box Activate is selected for that person. Even if their permissions is set to Write or Submit, they will not be able to edit the form until the additional check box Editable by is selected. Only one person can edit the form at a time. 

There are two action buttons, one for deleting the persons details as an option for sharing the application form and one for updating the persons sharing details.

Share the application

In order to be able to share your application form you need to:

1. Add new person(s) that you want to share with
   1. At this point you will also define the recipient's permissions to work on the application.
2. Activate the sharing rule for one or more persons.

Once the sharing details are correctly added and saved, a new line item is added to the sharing list with the details of the sharing rule you have just created.

Share with a new person

In the Sharing screen click the Share with a new person button.

A pop-up window is displayed.

1. Provide the email of the person (must be linked to an account registered in EU Login).
   
2. Select the permissions from the drop-down list. 
   
3. Optionally add a comment describing the reason for sharing the application.

Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner.

Please note that the person will only be informed concerning the sharing rights when you activate them.

Share with an associated person

In the Sharing screen click the Share with an associated person button. 

Select to share the application with any person who is associated with the application.

1. Select the email of the associated person from the drop-down list (must be linked to an account registered in EU Login).
   
2. Select the permission from the drop-down list.
   
3. Optionally add a comment describing the reason for sharing the application.

Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner. 

Please note that the person will only be informed concerning the sharing rights when you activate them.

Share from "My contacts" list

In the Sharing screen click the Share from My contacts list button. A pop-up window listing all persons in your contact list is displayed.

Find the desired contact and click the corresponding Add button. Use the Items per page and page browsing options at the bottom of the list, if necessary.

Note: If the button is disabled, it means the application had already been shared with the person in question.

The contact list window closes and you must now fill in the sharing details.

1. The email field is automatically filled in and cannot be changed. 
2. Select the permission from the drop-down list. 
3. Optionally add a comment describing the reason for sharing the application.

Once the mandatory fields have been filled in, you will be able to save the sharing details for the application by clicking Save in the bottom right corner.

Please note that the person will only be informed concerning the sharing rights when you activate them.

Edit sharing

1. Click the Edit icon next to the person whose permissions you want to update. A pop-up window is displayed, prefilled with the current sharing details for that person.
2. The email field is automatically filled in and cannot be changed. 
3. Select the permission from the drop-down list. 
4. Optionally add a comment describing the reason for sharing the application.
5. Click Save in the bottom right corner.

Remove a person from the list of persons with whom the application is shared

Click the Delete (X) icon next to the person whose details who you wish to remove. Confirm the action by clicking on Yes in the Revoke sharing confirmation pop-up. 

If you just want to remove the permission to the form, untick the checkbox in column Active and confirm by clicking on Save Changes. This will deactivate the permission for that person. 

Activating/deactivating a sharing rule

To activate/deactivate sharing for a person:

In the sharing list tick/untick the Active checkbox next to the person(s) you want to activate or deactivate the sharing rule for, then click Save Changes in the bottom left corner.

Once the sharing is activated, the recipient(s) will receive a notification email. 

Activate editing rights for a person

The application owner can give editing rights to one person at a time. Using this option will not require the person to request editing, should the form be opened by another person with edit rights at the same time. 

To give editing to a person with whom a form was shared, access the Sharing screen in the form. 

• Tick the box in column Editable by to activate the editing rights. The tick box is not active for persons with only Read access.
• Confirm the changes by clicking ok to the warning message Priority on the form changed. The screen will reload and the owner will no longer have access to edit the form. 

The person who now has editing rights is able to edit the form immediately. Only one person at a time can have editing rights.

Email sent to persons with whom the form is shared

An email is sent to a person with whom the application form is shared. This email indicates who has shared the application form, details of the application and gives a direct link to the form. 

Persons with whom the form is shared

Multiple persons may have edit rights to a form but only one person at a time can edit the form. When the application owner changes those rights an onscreen message is displayed to the persons affected if currently reading or editing the form. 

If the owner changes the editing rights from one person to another, while the person previously editing the form is still active in the form, an on screen notification will inform them of the change of permissions. The message indicates that the previous editor no longer has priority to edit the form. The person must click ok and the form is reloaded in read-only mode.

Likewise if a person is reading the form and their editing access is given, the same message is displayed to indicate that they have now been activated as the editor of the form. Upon confirming the message, the screen reloads and the form opens in edit mode. 

Reopen an application form shared

Once the application is shared with a person, they will be able to see the shared form in their My Applications tab, including information on their access rights.

Selecting the Shared with me option in the Search and filter panel will display only those applications forms shared with you.

Permission given and permission activated

If read access has been given:

• Selecting Preview from the menu button will enable the person to view and read all the information you provided in the application, however they cannot make any changes to it. 

If read/write access has been given and current editing rights active:

• Selecting Edit from the menu button will enable the person to edit/complete the information in the application.
• The person will not be able to submit the form, once all data has been completed.

If read/write/submit access has been given and current editing rights active:

• Selecting Edit from the menu button will enable the user to edit/complete the information in the application.
• The user will also be able to submit the form, once all data has been completed.

"Request editing" for an application form

If the form is read only as another person is editing it, you are notified by a message at the top of the screen. Use the request editing button. 

The current editor will receive an email notification about your request. In addition, the current editor receives pop-up notification on their application form screen, but only if they have the form open at the same time you request the editing. The current editor can choose to hand over the form or keep editing it.

Expected Outcome

• The application form is accessible by another user after being shared by the owner.

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