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Collaborating on shared content by using Documents

Updated on May 11, 2022
Applicable to Theme UI-Kit and Theme Cosmos applications

By creating documents in an application, you ensure that all users of the application have sufficient information to work in a business process and you reduce context switching by limiting the need to use external documents. You also save time by sharing the files across multiple cases and spaces.

For example, an approver for a Car Loan case can collaborate on an address verification document with other approvers. The approver can open the document from the Documents landing page or the case itself, and then use Pulse to consult other approvers.

Note: The feature is not available in Cosmos React applications. You can only configure an application to launch the feature in a section-based UI in a new browser tab. For more information, see and Launching Theme Cosmos pages from Cosmos React portals.
Documents are files that contain additional information about cases and, unlike attachments, can be shared with all users in your application.

The Documents landing page in a portal consolidates all the important content for your application in one place.

The following image shows the Documents landing page in User Portal with all the documents that are available to a user within the application:

The Documents landing page in User Portal
The Documents landing page displaying documents available for the user in the application.

The following image shows the collaboration interface for a document in User Portal:

The Pulse interface for a sample document
The Pulse interface for a sample document.

Documents are always created within the context of your application, and are not limited to a case, a space, or a Pulse conversation. However, you can reference the same document from multiple cases and spaces in your application.

You create documents directly in your application by using the built-in rich text editor or by uploading a file. When you create a document by uploading a file, you can provide a name for the document and use the rich text editor to add a meaningful description. If needed, you can also update documents later on.

With documents, you have the following options for collaborating on cases:

  • Use Pulse to discuss a document with other users of your application.
  • Follow documents.
  • Pin documents to spaces.
  • Link documents to cases.
  • Add attachments to a document.
  • Download a document.
  • Generate a link to a document and share it with other users.

The following tasks can help you use documents to share information with other users:

  • Creating a document in an application

    Create a document to share or discuss information with other users in your application. For example, you can create a document and then use Pulse to discuss the document with your team.

  • Discussing and managing a document

    Discuss a document by using Pulse to review additional information about a case with other users in your application, for example, to analyze a faulty sales order.

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