If your administrator has granted you access to send collaboration links, the Share Document menu option is available for supported document types.

Because the goal of iManage Collaboration Links is to let link recipients seamlessly edit documents shared using iManage Next Generation Co-authoring, following document types supported for co-authoring by Microsoft can be used to create links:

• Microsoft Word: .docx

• Microsoft PowerPoint: .pptx, .ppsx

• Microsoft Excel: .xlsx, .xlsm, .xlsb

If you have read/write access or higher, you can also share other document types using Collaboration Links.

The Share Document menu option is available in the following places across the iManage Work user interface:

• Context menu

• Header bar in Preview

• Toolbar bar even when a single document is selected

• Properties panel when you select:

  • Shared Field > Share Document in the Grid/List view

  • Shared Field > Share Document in Preview

  • Shared Field > Share Document in iManage Work 10 Desktop

Select a document that you wish to share for collaboration. To share the document, you must have Read/Write or Full Access.

1. On the context menu, select Share and then select Share Document. The Share Document dialog opens.
   NOTE: The Share Document menu option is available only:

   • As a single-document action.

   • For the latest version of any document.
     

     Figure: Sharing a document using a collaboration link

     

2. Configuring the collaboration link:

   1. Select inside the calendar field to set an expiration date for the collaboration link.

      • A default expiration date of between 1 and 30 days will already be set for you by your iManage administrator, but you can change this to any value between 1 and 30 days to meet your needs.

      • The minimum expiration window can be set by your administrator, while the maximum is 30 days.

      • Once applied, this date applies uniformly to all individuals invited to collaborate on the document.

   2. In the Who do you want to invite field, start entering the names of the internal users you wish to collaborate with.

      • Internal iManage users are displayed as in the iManage Work Security panel or Author field. Inviting a group of users isn't supported for collaboration links to ensure that every document is shared with an explicit list of users at all times.

      • Any other user will be displayed as a Guest—this could be a client or another member of your own company who doesn't have an active iManage user account.

      • Guest users can be invited by manually entering or pasting their address.

      • A maximum of 25 individuals can be invited to collaborate on a document at a time.

        If you exceed this number when inviting users, the UI will inform you of the limit.
        NOTE:

        • Internal email addresses from your own company get converted to iManage users if they match a user name in the lookup.

        • Individual or company email domains can be blocked by your administrator. The user interface will inform you if a user is blocked either at the time of adding them or after you select Send Link.
          

          Figure: Inviting users to collaborate

          

          
          

          

   3. Set the access control level for each collaborator as explained below:

      1. Read: Allows the collaborator to:

         • View the document in Microsoft Word, Excel, or PowerPoint for web.

         • Download the document.

      2. Read/write: Allows the collaborator to:

         • View the document in Microsoft Word, Excel, or PowerPoint for web.

         • Co-author the document using the Microsoft Word, Excel or PowerPoint for Web, or Microsoft Word, Excel, or PowerPoint Desktop application.
           This requires the recipient to have a valid business Microsoft Office 365 license and a build of the Microsoft 365 desktop application installed on the device on which they're opening the link.

         • Download the document.

   4. (Optional): For the invited collaborators, you can also include additional text that'll be displayed in the body of the email they receive along with the link.

3. Select Send link. You’ll receive a confirmation that the link has been sent successfully.
   

   Figure: Message after sharing a document using a collaboration link

   

   If there’s an issue with any of the users invited to collaborate on the document, you'll be informed of this.
   

Emails sent after sharing a document

The collaborators receive an email with the collaboration link to the document. No document types icons are displayed in the email. For more information, refer to Receiving a link as an invited collaborator.

As the link creator/editor, you’ll receive an email from noreply@imanage.work, with the following metadata:

• File name

• Document and version number

• Collaboration link to the document

• Updated expiration date in UTC format

• iManage terms and conditions
  

  Figure: Email sent to the creator/editor after sharing a document using collaboration links