Send work to a connected workspace¶
Use Share work to send a work package to a connected workspace and identify what you want its people to do. The package includes a title, an optional explanation, the receiving workspace, a sharing purpose, requested interactions, an ownership arrangement and a receiving destination. It can also carry a primary file with version information.
Availability: This guide follows the inspected final designs for Work and file, Destination, Review, interrupted upload, unavailable destinations and the shared result. The inspected frontend still shows sample information and unconnected controls. The backend implements sending, with the limits below; connected application use and environment delivery are unverified. The initial file-selection screen and all submission failure companions still need inspection. These instructions describe the intended journey, not a claim that every step is available in your environment.
Before you start¶
Open the workspace that should send the work, using your own account. Confirm the intended receiving workspace, why you are sharing, the responsible receiving position or group, and the content you are allowed to share. A management title or a visible Share work button does not itself establish authority.
The workspace needs an eligible enterprise connection and collaboration entitlement. The receiving workspace must be discoverable, able to publish a suitable sharing purpose, and have a usable receiving destination. A suspended connection, changed policy or unavailable destination can prevent a new exchange. Ask your workspace administrator to resolve those conditions; do not choose an unrelated workspace just to make the form proceed.
If you include a file, prepare the correct version and a short change summary. Finish the upload before submitting. A file being selected, partially uploaded or marked Ready is different from the work having been sent. The current sending service allows a package without a file, but the inspected final-screen example already contains one; the no-file and initial-selection journey remains to be verified.
Prepare the work and file¶
The following fields describe the package rather than the receiving workspace's eventual response.
| Field | What to enter |
|---|---|
| Work title | A meaningful title, up to 200 characters. This is required. |
| Work summary | Optional context, up to 2,000 characters: what the work concerns and what the recipient should understand. |
| Primary file | The intended file, with its upload completed. Check its name and version before continuing. |
| Version label | Required by the current service when a file is included. Use a meaningful label such as “v3”. |
| Change summary | Required by the current service when a file is included. Explain what changed or what this version contains. |
- Open Shared work, then choose Share work.
- In Work and file, enter the title and, when useful, a summary. Check the primary file shown in the completed-upload example. Replace file is the intended control for changing it; the initial chooser and replacement dialog still need verification.
- Enter the version label and change summary whenever you include a file. The inspected screen makes those details sound optional, but the current service requires both. This design discrepancy remains open.
- Confirm that the intended file is Ready, then choose Continue. If an upload is paused, use the recovery guidance below before continuing.
Selecting Cancel is shown in the design, but preservation of unsent information across cancellation, navigation or browser closure has not been established. Do not rely on automatic draft recovery.
Choose the destination and requested work¶
When the receiving destination is an approval body, review committee and signing-authority meaning. Committee recipients can include nonvoting members; signing authority can include eligible delegates. An offered destination does not prove that quorum is satisfied or that anyone has completed the work.
- In Destination, select the Receiving workspace. Check the actual workspace name carefully.
- Select the Sharing purpose offered for that workspace. This identifies the kind of work being exchanged; it does not prove that someone has agreed to perform it.
- Select the requested interactions. The inspected example selects View only and Action requested. Other supported concepts include using the work as reference, importing a copy, submitting back, working together and completing work on the sender's behalf. See requested interactions for their meanings.
- Select the Ownership arrangement using the explanations below.
- Select the Receiving destination, such as the responsible Records supervisor. Use its readable position, group and organizational context to distinguish similar names. The service resolves the destination again when sending; it must still identify at least one recipient.
- If appropriate for the agreed exchange, enable Send as a formal exchange. Choose Continue to review the package, or Back to revisit the work details.
Available choices are a starting point, not a final authorization guarantee. The current service can create an exchange when only some requested interactions are allowed by policy. The receiving package can still display what was requested. Confirm the actions actually available to the receiving workspace; neither a selected checkbox nor the success screen proves every requested interaction was granted.
Understand the ownership choice¶
| Intended choice | Meaning and boundary |
|---|---|
| Keep ownership in this workspace | The sending workspace remains the owner while the receiving workspace is asked to act. |
| Keep linked records in both workspaces | The exchange retains linked information for both sides. This choice does not automatically register an official record in each workspace. |
| Create a receiving-owned copy | The arrangement anticipates a copy owned and managed by the receiving workspace. Sending alone does not demonstrate that a separate file copy or official record has been created. |
The current options list exposes all three choices. Their presence does not prove that every combination is suitable for your purpose or permitted by every applicable policy. A formal exchange, or the linked-records arrangement, marks the exchange package as sealed in the current service. That is not a legal certification, a digital signature or a guarantee of a particular retention period. Official filing remains a separate Add shared work to Records action.
Review and share¶
- In Review, check the work title and summary, primary file and version details, receiving workspace, sharing purpose, requested interactions, ownership, receiving destination and formal-exchange choice.
- Use Back to correct anything that is wrong. Confirm the destination and content before the final action.
- Choose Share work once and wait for the result. If the response is interrupted or unclear, follow the uncertain-result guidance below before starting another submission.
- On the intended Work shared result, verify the receiving workspace and package summary. Choose Open shared work, or Back to Shared Work and the Sent view, to check the exchange.
The intended result says the work is on its way. It does not prove that a recipient opened the file, accepted the work, completed it or filed an official record. The new exchange begins awaiting an inbound decision. The saved exchange, its appearance in Sent or Received, and later activity updates are separate steps; a delayed list entry alone does not establish that sending failed.
The Sent view covers outgoing work from the current workspace, including other people's submissions. Match the work title, receiving workspace and approximate time rather than assuming the newest item must be yours. Use Read a shared-work package to interpret its status and history.
Recover when sending is unavailable or uncertain¶
| Situation | What to do |
|---|---|
| Upload paused | The final design provides Resume upload and Remove file, and disables Continue until the upload is ready. Resume the intended upload or remove it and correct the file selection. Connected resume and replacement behavior still need verification. |
| Version details are rejected | Complete both Version label and Change summary when including a file, even though the inspected design suggests they are optional. |
| No connected workspaces are available | Ask an administrator to check the enterprise connection, collaboration entitlement and receiving workspace's published capabilities. The intended screen provides Try again and Back to Shared Work. Retry discovery after the condition is corrected. |
| A previously offered destination or interaction is rejected | Refresh the available choices and confirm responsibility with the administrator. Eligibility and the people holding a position can change before sending. |
| You chose Share work but saw a timeout, connection error or no clear result | Check Sent and the matching package first. Preserve the original attempt and contact support if the result remains unclear. Do not repeatedly start new submissions: the exchange may already exist. |
| The file is reported as already used or reserved | Do not assume the earlier send failed, and do not immediately upload and send another copy. Ask support to reconcile the original attempt, its exchange and file before retrying. |
| Work shared appears but Open shared work or Sent is unavailable | Return to Shared work and retry the read when available. A navigation or list failure does not undo the exchange. Escalate if it remains missing or ambiguous. |
There is no verified promise here that an expired upload, a closed browser or a repeated send automatically recovers every part of the earlier attempt. Support should reconcile the existing exchange before advising a new send. Share the sending workspace, receiving workspace, work title, approximate time, visible error and whether the file reached Ready through an approved channel. Do not send credentials or confidential file contents through an unrelated support channel.
For managers and administrators¶
Agree on the receiving responsibility, purpose and ownership before staff share work. Distinguish requested actions from allowed actions, and sending from acceptance or completion. A successful send is not a response-time commitment, an unread indicator or a business-outcome measure. No per-send price or quota is established by this guide; commercial eligibility belongs to the workspace's current plan and controls.
Use enterprise administration for connections and sharing policy, find shared work for follow-up, and accept, reroute or reject for the receiving journey. The platform owner is the initial reader reviewer; technical, domain and audience acceptance remain open.