Shared space is a special kind of folder through which you can delegate your document processing authority to a group of users. After creating a shared space, specify the users with whom you want to share your authority and move your documents (which you own, i.e. Draft, In Progress, Declined and Completed) from any folder in it. The specified users may then fully collaborate in all the shared space documents on behalf of the Space Owner, and are therefore termed as Collaborators of a shared space.

 

A collaborator can be:

  • An enterprise user of the same enterprise to which the space owner belongs, and/ or
  • An enterprise user of another enterprise, and/ or
  • An individual user, and/ or
  • A guest user


A shared space also exhibits the concept of team working environment, where the peers may enjoy the same set of privileges inside a space and process the team documents accordingly. 


The availability of managing (Creating, Editing, or Deleting) shared spaces is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable it in your Role>Document Settings. However for a collaborator, this provision in enterprise role is not necessarily required. They can still very well collaborate in a shared space, but cannot create their own shared space.

Privileges available to a Shared Space Owner

  • They can create multiple shared spaces as required.
  • They can add their choice collaborators in their shared spaces, who can process their workflow documents on behalf of the space owner.
  • They can move their workflow documents (i.e. Draft, In Progress, Declined and Completed) in their shared spaces to share them with the collaborators. 
  • They can edit their shared spaces.
  • They can delete their shared spaces. 
  • They can see the actual document activity logs as performed by the collaborators.

Privileges available to a Shared Space Collaborator

  • They can process the shared space documents on behalf of the shared space owner, i.e.:
    • Add their Draft documents in a shared space
    • Share the Draft documents
    • Send reminders to the next recipients
    • Sign the documents
    • Review the documents
    • Update the documents
    • Decline the documents
    • Add initials
    • Add in person signatures
    • Fill in the form field
    • Accept the legal notices
    • Update the level of assurance of a "Signature" field or an "In-Person Signature" field, while the status of the document is, "In-Progress" and "Pending".
    • In short, they can perform all those workflow related activities that can be performed by the actual document owner
  • In the document logs, the recipients will see that these activities are performed by the document owner (shared space owner), while they were actually performed by the collaborators.

 

View your shared spaces
You can view the list of shared spaces which are related to you, i.e. the shared spaces in which you have been added as a collaborator and the shared spaces which you have created. The shared spaces can be identified on the basis of their icons:

Shared Spaces Distinction

Icons

Description

This icon implies that you are space owner, and hence can edit and delete this space. You can also process the documents inside this shared space as required.

This icon implies that you are a collaborator of this space. You can only process the documents inside this shared space, but cannot edit or delete this space.


  1. Click the "Documents" option, available at the top of the SigningHub screen.
  2. Your shared spaces will be listed in the left menu under the "Shared Spaces" caption. Click any shared spaces to view its documents. The documents list will have all the basic set of information as explained in Documents listing.

 

Create a new shared space 

  1. Click the "Documents" option, available at the top of the SigningHub screen.
  2. Click  from the left menu available under the "Shared Spaces" caption. 
    The "New Shared Space" dialog will appear.

  1. Specify the shared space name. Now specify the name and email ID of collaborator with whom you want to share this space. Use  to add more collaborators, and  to remove any collaborator from the list.


  1. Click "Share Space". 
    A new shared space will be created and shown under the "Shared Spaces" list.
    All the specified collaborators will be notified through email by SigningHub.



Edit your shared space 

  1. Click the "Documents" option, available at the top of the SigningHub screen.
  2. Go to the personal shared space to edit, click the three dots menu  and select the "Edit" option.
    The "Edit Shared Space" dialog will appear.


  1. Update the shared space name or collaborators list as required.
  2. Click "Share Space". 


Delete your shared space 

  1. Click the "Documents" option, available at the top of the SigningHub screen.
  2. Go to the personal folder to delete, click the three dots menu  and select the "Delete" option.

  1. A confirmation message will appear. Click Yes.
    You can only delete those shared spaces which you own, and are empty. 

​A user may only move those documents in a shared space which they own, i.e. the documents with the following statuses:

  • Draft
  • In Progress
  • Declined and 
  • Completed


See Also