Add people to shared work¶
Add colleagues who need to read a received package and participate in handling it. Check the package and the selected people carefully: this action expands access to shared information.
Availability: The steps below follow the current Add people Final Screens, including no-results and directory-error states. The backend has a participant-addition path. The inspected frontend is an older sample preview with unconnected controls; connected use and delivery are unverified. The guide describes the intended journey, with implementation limits explained below.
Before adding someone¶
- Open the correct receiving workspace and package.
- Confirm that the package is Accepted and that you are its responsible recipient. In the intended flow, an added collaborator cannot add more people merely because they can read the package.
- Read People with access to avoid adding someone who already participates.
- Confirm that each colleague needs the package for their work and that sharing it is appropriate under your organization's rules.
If Add people is missing, check the current package status and your responsibility with the workspace administrator. Opening the package, having a management title or searching the directory does not itself grant authority to change access.
Select and add colleagues¶
- Open the package detail and select Add people. The intended accepted view offers this action in the header and alongside People with access.
- In the Add people dialog, search by name, role, department or email.
- Review each person's name and any role, department and email shown. Use those details to distinguish people with similar names.
- Select the colleagues who need access. Review the Selected group and its count; deselect anyone included by mistake.
- Select Cancel to leave without submitting, or select the final Add button showing the selected count, such as Add 1 person.
- After success, read People with access again and confirm the intended colleagues appear. Check the detail and history rather than relying only on the success response.
Expected result: The selected new colleagues are recorded as participants in the received package. Their own account access and the package's current availability still apply. A file may require a separate protected viewing session.
The current Final Screens use one selection dialog. The older frontend preview shows separate Select people, Review access and Added pages. Those preview stages are not additional steps in this intended journey.
Understand what access means¶
| Change | Meaning |
|---|---|
| A colleague becomes a participant | The colleague can be included in the received-work visibility for this package. They still need an eligible signed-in account and workspace access. |
| The participant list records who added them and when | This provides context for the access addition. Displayed names may come from the current directory. |
| The package remains accepted | Adding people does not complete the work, reject it, reroute it or file a Records item. |
| A person was already a participant | Adding them again does not establish a new role or replace their earlier participation information. |
Adding someone is not a general administrator role, permission to act on every package, a document download grant or proof that they received an email. Decision authority and protected document access have separate requirements.
The current request does not offer Viewer, Commenter or Reviewer access levels, a custom notification message or an expiry date. Those controls and notification-delivered statements in the older preview are not established capabilities of this action. The inspected flow also has no removal or recall action; contact the responsible administrator promptly if someone was added in error.
Find the right person¶
The search presents current eligible staff identities and omits people already recorded on this package. Names, roles and departments depend on current directory information. An empty role or department does not establish that a person has no organizational responsibility.
A person missing from the results might already have access, might not be eligible for this directory or might not match the search. It is not evidence that the person does not work for the organization. Check the existing participant list, try a more specific name or email, then ask the administrator for help through an appropriate channel.
Use the offered staff choices. This flow does not invite an external email address or create a new workspace account. The workspace membership guide covers membership administration.
Recover when something goes wrong¶
| Situation | Next step |
|---|---|
| No people match your search | Try another name, role, department or email. Check whether the person is already listed on the package. |
| People could not be loaded | Select Try again to reload the directory, or Cancel. This is a failure to load choices before submission. |
| No one is selected | Select at least one appropriate colleague before submitting. |
| The package is no longer accepted, or your responsibility changed | Refresh the package and check your current authority before proceeding. |
| The response is lost after you confirm | Treat the result as uncertain. Read the participant list again before retrying. |
| A colleague appears in the list but cannot open the package | Ask support to check that colleague's account, workspace and package access. Do not repeatedly add them to try to repair another access problem. |
| A colleague is missing after an apparent success | Refresh the detail. If the mismatch persists, ask support to reconcile the submitted selection with the saved participant list. |
The directory-error screen says No access has changed. That statement applies to loading choices; it is not a guarantee after a submitted request times out.
When asking for help, provide the workspace, package title, approximate time and the selected colleagues through an approved support channel. Share only the information needed for the investigation. An absent notification is not proof that access was not granted.
For managers and administrators¶
Keep package participation limited to people who need it. Review the actual participant list when responsibility changes; rerouting does not automatically remove earlier participants.
The current implementation still needs connected verification of authority at submission, eligible recipients, concurrent additions and failed-request recovery. Do not use participant totals as evidence that all colleagues have opened, understood or completed the work.
Return to package detail and history or the Shared work overview.