coLab Shares

You can use the optional enaio® coLab extension to make enaio® folders and registers and the objects they contain accessible to other users who do not have access to enaio®.

Setting Up coLab Shares

Use enaio® coLab to create project rooms for sharing enaio® documents. You and your external partners can use any internet browser to access the stored enaio® documents in project rooms and download them for editing and sharing, and then upload them again. New documents can also be uploaded to the project rooms and stored in the enaio® filing system.

enaio® coLab project rooms can be created with any enaio® client. Functions are available in the respective context menu or in the coLab dashlet if your client has been configured accordingly. enaio® users with the corresponding rights can create any number of project rooms (see enaio® coLab\Creating project rooms ).

You will find a detailed description in the enaio® coLab user help of the following:

• how to set up, manage, and remove project rooms.

• how to invite participants and manage their access rights.

• how to manage and edit the provided enaio® documents or import external documents.

• how to create tasks and messages for collaboration with external users.

Highlighting of coLab Folders and Registers

Folders and registers that have been shared with external users in enaio® with the help of enaio® coLab (project rooms) are specially highlighted.

Icon	Description
	In an object list (e.g., in hit lists or at a filing location), it indicates a folder or a register located in a coLab project room. The icon is displayed in the Links static column.
	In an object list (e.g., in hit lists or at a filing location), it indicates a folder or a register located in a coLab project room and that also contains additional links. The icon is displayed in the Links static column.

If you create, copy, move, or link documents in folders or registers that are marked with an coLab icon, these documents may be accessible to external users who normally do not have access to enaio® documents.
Please note that the Links static column may be hidden (see Changing How Static Columns Are Displayed in Object Lists).

coLab Objects and the coLab dashlet

If coLab dashlet is installed in your enaio® webclient, then if you have selected a coLab folder or register in an object list (for example, in a hit list or at a filing location), you can use the dashlet to adjust settings in the associated project room or open it by clicking the Open in enaio® coLab icon in the dashlet. Provided you are a member of this project room. You can find a detailed description of the dashlet and its functions in the coLab dashlet user documentation.

Removing coLab Shares

The following options are available for clearing coLab shares:

• Moving documents or registers

  You can end a coLab share by moving the relevant object (document or register) (see Moving Objects). The decisive factor here is that the object is no longer below a root object. The root object is the folder or register on the basis of which a project room was set up in (see enaio® coLab). The labeling of coLab objects in enaio® webclient can serve as a guide when moving the relevant objects.

• Changing the query depth in coLab

  You can end a coLab share by decreasing the query depth of a project room so that the relevant object (document or register) is no longer part of a project room (see enaio® coLab). The relevant objects are then no longer shown in enaio® coLab.

• Deleting project rooms in coLab

  coLab project rooms, which are used to share folders and registers in enaio®, can only be completely removed in enaio® coLab. The delete function is available in enaio® coLab and the coLab dashlet .

• Deleting project rooms in enaio®

  If you delete folders and registers marked as coLab shares in enaio®, the folders, registers, and documents filed there are also deleted in the enaio® coLab project room, but the project room and all associated messages and tasks will remain intact.