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Manage collaborators

On DocuX, you can add an unlimited number of internal and external collaborators to your documents.

Internal vs. External collaborators​

Internal collaborators are users that your company’s admin has added on DocuX. If you cannot find or add an internal user for collaboration, please contact your admin to confirm that the user has been added on DocuX.

External collaborators are users not added by your company’s admin. You can add an unlimited number of external collaborators to your documents using their email.

External collaborators will need to create an account on DocuX to collaborate on your document and any other documents they are assigned in the future. This is a security and compliance measure to ensure that the document link is not openly accessible.

Add collaborators to a document​

To add collaborators:

  • Click on the document’s listing in the Documents dashboard. This will open it up in the document editor.
  • Click on the arrow located to the right of the editor, below Save, to open the control panel
  • Click on Add or manage collaborators documents
  • If the collaborator is an internal user, type or select their name in the Name field under Internal. You can choose to add an optional message in the Message to collaborator field. documents documents
  • Click on Add Collaborator documents
  • If the collaborator is an external user, type their name and email address in the respective fields under External. If the user had been added before, DocuX will autofill their details. You can choose to add an optional message in the Message to collaborator field.
  • Click on Add collaborator. An email will be sent to them, inviting them to collaborate on the document with you. documents

What happens when you add collaborators​

When you add collaborators to a document:

  • The document will move from your Drafts to your For my action tab
  • All added collaborators will be able to view the document, unless it is password protected. In this case, you should share the password with them to enable them to view the document.
  • All added collaborators will be able to chat on the document with you or with other collaborators.
  • Collaborators will be able to add comments on the document.
  • You can release the document to one collaborator at a time for editing.

Remove collaborators from a document​

The document owner can remove collaborators added to the document.

To remove collaborators:

  • Click on the document’s listing in the Documents dashboard. This will open it up in the document editor.
  • Click on the arrow located to the right of the editor, below Save, to open the control panel
  • Click on Add or manage collaborators documents
  • Click on the icon alongside the collaborators name documents

Limits​

There are no limits on the number of collaborators you can add to a document. This applies to users on all plans—Personal, Pro, Team, and Enterprise.

Questions​

What happens if you remove a collaborator from a document?

The collaborator will lose access to the document. However, any edits, comments, or chat messages they have added to the document will be retained.

If I give edit access to a collaborator, will they be able to work on the document at the same time as me?

No. Edit access can only be with one person at a time. This ensures clean, strong, indisputable versioning and change tracking. If you wish to give edit access to a collaborator, you will need to release the document to them. Learn more about editing documents.

Is the collaborator notified when you add them to a document?

Yes. Collaborators are notified via in-app notification when they are added to a document.

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