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Collaboration – Intent meets value

December 18, 2025
Contributed by: 
P

Collaboration within ShareFile Projects is designed to bring teams and clients together in one shared workspace — where documents, requests, comments, and approvals all happen in context. Each collaborative action (commenting, sharing, approving, or reminding) is linked directly to a resource, ensuring clarity, accountability, and efficiency across every workflow.

Document Approval Flow

The Document Approval Flow enables project members to review, comment, and approve shared documents without leaving the project. It provides a structured process to move files from submission to sign-off, ensuring that every stakeholder has reviewed and confirmed the document before it’s finalized.

How it works

  1. A document is uploaded or submitted through a Document Request.

  2. The file becomes visible in the Files tab.

  3. Assigned reviewers open the document uploaded by the client and review its contents.

  4. Reviewers can:

    a. Add comments at the document item level.

    b. Upload a revised version if the document is rejected.

    c. Mark the document as Approved once it meets the requirements.

  5. Once the assigned reviewer approves, the document’s status updates to Approved.

Key Notes:

  • Notifications are sent to the document owner when an approval is completed.

  • Only project owners and collaborators can assign or revoke approvers.

Example: A client uploads a compliance report via Document Request. The assigned reviewer approves it within the project, and the status changes to “Approved” for all participants to see.

Comment at resource level

Comments can be added directly to any resource (Document Request, Task or Project level). This ensures that all discussions stay tied to the specific item or space they relate to.

How it works

  1. Open the relevant resource (for example, a Document Request or Tasks).

  2. Navigate to the Comments section.

  3. Type your message and click on Post.

Key Notes:

  • Comments are visible only to users with access to that resource.

  • Both internal and client users can comment (within assigned permissions).

  • Comments are logged in the project’s activity history for future reference.

  • Comments are logged in the project’s activity history for future reference.

Example: A client adds a note under a pending document upload to clarify the submission format. The internal reviewer replies directly within the same comment thread.

Resource Name Who can add comments Who are notified How are they notified
Project Level Only employee users Only mentioned employee user is notified when comment is added. Realtime in-app and everyday digest email
Document Request Employee and Client contact Assignee, Assigner and reviewer are notified when a comment is added. Realtime – in-app and client users
    Users part of the project can be notified using mention. Everyday digest email for employee users
Information Request Employee and Client contact Assignee, Assigner and reviewer are notified when a comment is added. Realtime – in-app and client users
    Users part of the project can be notified using mention. Everyday digest email for employee users
To-Dos Employee and Client contact Assignee and Assigner are notified when a comment is added. Realtime – in-app and client users
    Users part of the project can be notified using mention. Everyday digest email for employee users

File Sharing

The File Sharing capability within Projects allows secure and controlled sharing of files between internal users and clients — without leaving the project workspace. It ensures that the right users have access to the right content at the right time, maintaining visibility and data integrity throughout the project lifecycle.

When to Use File Sharing

Use file sharing when you need to

  • Provide access to project deliverables or supporting materials.
  • Share client submissions with internal reviewers.
  • Distribute approved or signed documents.
  • Collaborate on working drafts that require feedback or review.

How File Sharing Works Within a Project

  1. Every project has a Files section that acts as the central repository.

  2. Files uploaded or generated (via Document, Information, Tasks or Signature Requests) are automatically available to share.

  3. Project owners and collaborators can initiate sharing from within the project — eliminating the need to navigate to separate folders or tools.

  4. Files can be shared with:

    a. Internal users: other project collaborators or team members.

    b. Clients: external participants added to the project.

Reminder

Reminders in Projects help ensure timely completion of all assigned work — whether it’s document submissions, information responses, or task updates. Reminders are delivered through email and in-app notifications and are designed to keep both internal users and clients aware of upcoming or overdue actions.

There are two types of reminders within Projects:

  1. Automatic Due-Date–Based Reminders

  2. Manual (On-Demand) Reminders

Automatic Due-Date–Based Reminders

Automatic reminders are sent at predefined intervals before and after a due date to prompt users to complete pending actions. They are available for the following resources:

  • Document Requests (DRL)
  • Information Requests
  • Tasks

Schedule

  1. 10, 5, 3, and 1 day(s) before the due date.
  2. Everyday reminders after the due date has passed (for up to 1 month).

Behaviour

  1. Reminders are sent automatically to assignees of the request or task.

  2. If a resource is reopened or restored, reminders are automatically recreated based on its future due date.

  3. Each reminder includes:

    • Resource name and project name

    • Due date and remaining days

    • Clear call-to-action (e.g., “Upload Document” or “Complete Task”)

Delivery Channels

  • Email notifications (primary channel)

Example: A client has a pending document submission due on 15th October. They will automatically receive reminders on 5th, 10th, 12th, and 14th October — and weekly after that if still incomplete.

Manual (On-Demand) Reminders

Manual reminders can be triggered at any time by project owners or collaborators when additional follow-up is required.

How to Send a Manual Reminder

  1. Open the relevant Request (Document or Information) or Task.
  2. Select the …(More Options) icon.
  3. Select Send Reminder.
  4. Confirm the recipient(s) — typically the assigned user or client.
  5. Click on Send.

The reminder is sent immediately via email, prompting the recipient to complete the pending item.

Key Notes:

  • Manual reminders do not affect or reset the automatic reminder schedule.

  • Each manual reminder is logged in the project’s Activity Log.

  • Only project owners and collaborators can send manual reminders.

Collaboration – Intent meets value
December 18, 2025
Contributed by: 
P
December 18, 2025
Contributed by: 
P

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