Using the Shareable Documents Feature

About the shareable documents feature

As an administrator, you can authorize users who are below you in the reporting tier to submit documents to the shared database that you maintain. This extends the task of creating and maintaining documents to subordinate administrators and to Budget and Analyst workstation users.

A shareable document should be based on structures that reside in the shared database. Users who receive a shareable document cannot see any personal structures.

Process for enabling and using shareable documents

The following steps describe the process for enabling and using shareable documents.

1. You authorize users to create shareable documents.

   In the New User or Edit Users dialog box for the user, choose Allow to Create Shareable Documents.

2. You run the Task Processor to update the shared database.

3. When an authorized user submits a new document, the document goes to the shared database.

4. You run the Task Processor to update the shared database. You then manually refresh the document.

5. You distribute the document using one of the following distribution action options:
   • Add -- Makes the document available to the users to whom it is distributed. The owner of the document can make modifications and submit them. Other users can use the document, but cannot submit changes.

   • Add with Write Access -- Makes the document available to the users to whom it is distributed. All users can use the document and submit changes.

6. You run the Task Processor to process the distribution.

Example: Authorizing a user to create shareable documents

The following example shows the Edit User dialog box. The Allow to Create Shareable Documents option is enabled, indicating that this user is authorized to create shareable documents.

Example: Granting write access to shareable document

The following example shows the Distribute Structures dialog box. In the example, Add with Write access is selected as the distribution action.