Open the primary document in shared work¶
Open the primary document to read the file attached to a shared-work package. Reviewing the file helps you decide what to do with the work; opening or closing it does not accept, reject, complete or file the package.
Availability: These steps follow the current protected-viewer Final Screen. The backend can create a time-limited document session. The inspected frontend still displays a sample document with unconnected controls, so connected viewing and delivery remain unverified. A material restriction is unresolved: the design describes downloading and printing as unavailable, while the implemented session permits downloading. Do not rely on this viewer to prevent copying a document.
Before opening the file¶
Open the correct workspace with your own account, then open the package from Shared work. Check its title, the other workspace and its direction. Received-work visibility depends on participation; sent-work visibility follows the current workspace's outgoing records.
Review the primary file's name, type, version and change summary when present. A file summary is not proof that its contents are currently available. Some packages have no primary document, and an incomplete or unavailable file can prevent viewing even when the package itself opens.
You do not have to accept a package merely to review its available file. Viewing is separate from the decision and Records-filing requirements. It does not give you permission to sign, change the package or act for another person.
Read and close the document¶
- In the package's primary-document section, select Open document.
- Check the filename in the viewer header. Confirm it is the file you intended to review.
- Check Available until or the ending time in the header. This is the current session's expiry, not a business deadline for the work.
- Read the document. In the intended viewer, use the Pages list or previous/next arrows to move between pages. Fit to page helps display a whole page.
- Select Close viewer when finished. The intended journey returns to the same shared-work package.
- If your responsibility requires a decision, make it separately from the package. Use Accept, reroute or reject shared work for those steps.
Expected result: You have reviewed the primary file within your own viewing session and returned to its package. This is not confirmation that the business work was approved, completed or added to Records.
The filename, number of pages, expiry and zoom shown in the design are examples. Do not treat the sample three-page document or its ending time as fixed platform settings. Actual file rendering and paging still need connected verification, including files that are not PDFs.
Understand the session limits¶
The session belongs to the workspace and person who opened it. Another colleague should open the package with their own account and start their own session. Do not send them the viewer address as a substitute for granting appropriate package access.
The current implementation normally creates a session lasting one hour. Follow the expiry returned for the actual session. A temporary file link can expire sooner, and the session does not renew merely because you keep the window open. If it ends, close the viewer and reopen the document from Shared work to request a fresh session.
View only means the intended screen is for reading. Signing is disabled for this Shared work session. However, the current service also allows downloading, and the inspected flow does not establish a technical prohibition on printing or copying. The design's stronger restriction remains under reconciliation. Follow your organization's document-handling rules; a hidden button is not a guarantee that information cannot be saved.
Closing the viewer is navigation. It is not proof that already issued access links were revoked, that downloaded copies disappeared or that the original file was deleted. Likewise, an expiry limits further authorized access through that session; it does not erase content already received.
Recover when viewing fails¶
| Situation | Next step |
|---|---|
| No primary file is shown | Read the package context. Ask the sender or responsible owner whether a file should have been included. |
| File details appear but the viewer cannot open | Refresh the package and try opening the file once more. If it still fails, ask support to check the file and viewing service. |
| The session has ended | Close the viewer and reopen from the package. Do not keep reusing an old address. |
| You changed account or workspace | Return to the correct account and workspace and start your own session from the package. |
| The file is blank, incomplete or cannot be rendered | Check the filename and type. Stop relying on the preview and ask support to confirm that the correct file is available. |
| The opening request timed out | Return to the package before trying again. Opening may have created a session, but it does not make a business decision on the package. |
| The filename or contents are unexpected | Close the viewer and report the mismatch before using the file to make a decision. |
Provide support with the workspace, package title, filename, approximate time and visible error through an approved channel. Do not include session tokens or temporary file addresses. The inspected Final Screen shows expiry guidance; specific loading, expired, denied and rendering-failure companions still need verification.
For managers and administrators¶
Document opening is not a read receipt, proof of comprehension or completion evidence. Access can depend on the person's current account, the package, the session and file availability. Review each boundary when investigating a failure rather than repeatedly adding the same person to the package.
The sample frontend's verified checksum, retention duration, due date and last-opened time do not establish those guarantees for this flow. Use Add shared work to Records for the separate filing action; official-record obligations belong to the Records guide.
Return to package detail and history or the Shared work overview.