Outcome
You will grant the correct type of access and maintain a clear version trail when a delivered document changes.
Navigation path
Documents > Document action menu
Access
Collaboration and ownership actions depend on team role. Public and campaign distribution features follow plan access.
On this page
What you will accomplish
Goals
- Choose collaboration or delivery correctly
- Regenerate changed outputs
- Notify recipients with an unambiguous current version
Access versus delivery
An editor needs app collaboration. A recipient needs the approved output channel.
Person needs document
Needs to edit
Needs to receive
Share collaborator access
Send verified output
- Person needs documentNeeds to edit
- Person needs documentNeeds to receive
- Needs to editShare collaborator access
- Needs to receiveSend verified output
Before you start
Data, sources, and access to prepare
- A document you own or may share
- The intended teammate or recipient
- A clear reason for the update
Prepare these details
- Confirm whether the person must edit or only receive
- Confirm confidentiality and company approval
- Identify every prior file, link, listing, or campaign affected by the change
Complete the task
- 1
Choose collaboration or delivery
Document plan
Classify the person as an editor or recipient.
Expected result: The correct access path is clear.
If this does not happen: Ask the document owner before granting app access when the person only requested a copy.
- 2
Open Share for an editor
Documents > action menu
Select Share when collaborator access is required.
Expected result: The collaborator dialog opens without changing ownership.
If this does not happen: Use Transfer only when long-term ownership must change.
- 3
Select the collaborator
Share dialog
Choose the intended permitted user.
Expected result: The dialog identifies the person who will receive access.
If this does not happen: Verify name and email before confirming.
- 4
Confirm collaboration
Share dialog
Select the final share action once.
Expected result: The person appears in the document collaboration state.
If this does not happen: Refresh the document list before retrying an uncertain result.
- 5
Regenerate the output after an edit
Review & Customize
Select Download PDF after the updated document passes review.
Expected result: A current PDF is created from the saved source.
If this does not happen: Resolve any new review issue before distributing it.
- 6
Replace the distributed version
Approved delivery channel
Send or publish the one newly approved artifact.
Expected result: Recipients can identify the current version.
If this does not happen: State clearly that the earlier version is superseded when recall is impossible.
Change-impact reference
| Changed source | Recheck |
|---|---|
| Property or financial fact | Narrative, calculated metrics, final PDF, public listing |
| Photo or map | Every template placement, PDF, and public property page |
| Contact or disclosure | Contact pages, cover, campaigns, access flows |
| Page visibility or order | Full PDF sequence and contents references |
| Listing access or status | Signed-out public experience and captured-lead behavior |
Verify before you finish
- Only intended collaborators have app access
- The document owner remains correct
- The replacement output was generated after the edit
- Recipients can distinguish the current artifact
- Affected listings or protected experiences were retested
Troubleshooting and next steps
A recipient cannot edit the document.
Likely cause: A PDF or public link was delivered instead of collaborator access.
- Use the Documents Share action for a permitted teammate.
- Verify their account and workspace access.
Recipients still use an old PDF.
Likely cause: Downloaded files are fixed snapshots.
- Send the newly approved PDF with a clear version label.
- State that the prior file is superseded.
Final verification
- Share dialog: The dialog identifies the person who will receive access.
- Share dialog: The person appears in the document collaboration state.
- Review & Customize: A current PDF is created from the saved source.
- Approved delivery channel: Recipients can identify the current version.
- No blocking warning, failed status, or unresolved validation message remains in the completed workflow.