Sharing document folders with collaborators

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Marya Maksimchuk
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Availability: All plans

Note:

You can share only document folders with collaborators — not template, content library, or form folders.

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How to share document folders 

Sharing folders with collaborators is an ideal way to grant access to multiple documents at once to users without a PandaDoc license, or to users on your account with lower permissions. 

Note:

Users with a Member role and "Can edit" permissions will only be able to make edits to the documents included in the Shared folder, but they won't be able to rename, move,or delete the folder.

There are four ways you can share document folders with collaborators:

  1. Hover over a document folder on the left panel, then select the vertical ellipsis (three dots) icon. Select Collaborate from the dropdown.
  2. Hover over a document folder in the document list, then select the vertical ellipsis (three dots) on the far right. Select Collaborate from the dropdown.
  3. Select a document folder, then select the small arrow next to its name at the top of the page. Select Collaborate from the dropdown.
  4. Move a document or folder to a shared folder. To do this, drag and drop a document or folder to an already-shared folder, or select the vertical ellipsis (three dots) to the immediate right to the document or folder name, then move it there by selecting Move from the dropdown.

Once you select Collaborate, select users on your account from the dropdown, or enter the email addresses of users without a license on your account, then press Tab or Enter on your keyboard. Once you’ve added all collaborators, select Send invitation.

Now you can modify their permissions in the same pop-up.

Note:

You can only modify permissions from lower (can view and comment) to higher (can edit) within a nested folder.

Once you’ve shared a folder, your newly added collaborators will receive an email notification that includes an invitation.

Working with shared document folders 

Once you’ve shared your folder, any new documents and folders created within it will inherit its sharing settings. You’ll be unable to remove or reduce user permissions in any newly created folder nested within a shared folder.

Collaborators can access all documents and document folders shared with them via the “Shared with me” folder.

When you try to move a document or folder to a folder shared with collaborators, you’ll see a confirmation pop-up. Select Move and share to proceed.

How to remove a collaborator 

Note:

Collaborators will have access to the content you shared with them until their access is removed.

To remove a collaborator from a document folder:

  1. Click on the dropdown option to the right of the document folder name 
  2. Select the Collaborators section
  3. Open the permissions dropdown and select the Remove option

Note:

Removing a collaborator on the document level will not completely remove them from the account.

To delete a collaborator from the account, select your name in the lower-left corner and go to Team and seats. Hover over a user and select three vertical ellipses on the far right, then select Remove user from the dropdown. If this person is a member of multiple workspaces, you can delete them from all workspaces at once. To do so, check the option "Remove from all workspaces". This way, the collaborator will be automatically removed from all the documents that were shared with them and won't have access to the account. 

Note:

Only users with the Admin role can remove collaborators from the account.

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