Sharing information immediately

How-To: Carlos could add Sophie to his Contacts, flag her as “Share NOW” (Suppl#32) and give her “Shared access” to all related Records one by one (Suppl#14). (“Share NOW” overrides any Legacy settings, and grants access immediately.)

However, and to avoid this time-consuming process every time Carlos needs to give access to someone else on the same set of data, or revoke Sophie’s access rights, Carlos prefers to avoid Record-level operations. Instead, he uses Tags and Contact Categories, as follows:

1. He adds Tag“John Vs. Blake” (which he can create on the fly) to each related record. Note: Carlos can vastly speed up the process using feature “ADD Tags” to Search Results, Suppl#40, described in section 7.8.1 on page 72.

2. He then creates Contacts Category “Lawyers” and marks it as “Share NOW” (Suppl#35).

3. He adds Sophie to new contacts category “Lawyers” (Suppl#31).

4. Lastly, he provides Shared Access to Contacts category “Lawyers” on Tag “John Vs. Blake”

These actions grant shared access to members of contact category “Lawyers”. Since this category is flagged as “Share NOW”, its members gain access immediately, bypassing any Records Legacy settings. Sophie is in category “Lawyers”, therefore she is inheriting the same access rights.

Variation: Changing who has access.

Premise: Carlos has subsequently switched lawyers. He wants to revoke access to all his documents from Sophie and grant access to the same documents to his new lawyer Carmen.

How-To: The power of using Tags and Contact categories becomes apparent here. Carlos can simply remove Sophie from Contacts Category “Lawyers” and add Carmen to the same category.

Had he manually given Shared access to Sophie on each related Record, he would now have to remove her Shared Access from EACH Record (Suppl#14) and add Carmen. Note however, that even under that scenario, Carlos would have used Bulk Operation “REMOVE Shared Access” from Search Results, Suppl#55, described in section 4.7.8.4 on page 72.)

Variation: Temporarily revoking all shared access rights.

Premise: Carlos has a dispute with his lawyer Carmen and wishes to temporarily revoke all her access rights.

How-To: Carlos simply disables user Carmen using Suppl#33. Carmen can still log into the system, but Carlos’ Profile is no longer visible in her Dashboard (Suppl#11).