Docuo collaborators do not have access to a document’s metadata, as these accounts are limited to file sharing.
The functionality described in this article is subject to a cost in Docuo credits.
However, it is possible to enable collaborators’ access to a document’s metadata through metadata viewing and editing forms. This is possible by activating external review enhancements on documents.
These enhancements cost Docuo credits and temporarily enable contributors to use these forms on a document.
With an external review upgrade, any number of collaborators can view and modify the metadata or change the status of a single document any number of times for 30 days.
How collaborators access a document form
By sending the link through an email, notification or sms.
If you have an enabled workflow that sends emails when a document changes status, you can send the link that allows access to the edit and view metadata forms, including in the email the field label with the form name:
Through the Docuo interface
When there is at least one form for editing and viewing metadata in a document category, if a collaborator who has access to Docuo tries to open a document, he will be presented with a window in which he can choose how to open it:
In this example, the document that the collaborator is opening belongs to the category offers. This category has a main file and also has a form for viewing and editing metadata that is available for this document.
If the collaborator clicks on the first option, he/she will open the PDF document.
If the collaborator clicks on the second option, he/she will be presented with the metadata viewing and editing form, which in this case allows him/her to request changes to a submitted offer:
What if the category has no main file?
Normally, if a category does not have a parent archive, collaborators cannot view documents in this category unless they have a metadata viewing and editing form available.
If the category has at least one form for viewing and editing metadata, collaborators will be able to access documents that have this form available.
Double-clicking on them will always open the metadata viewing and editing form directly, as there is no main file.
The form for viewing and editing metadata acts in this case as a detail window for the collaborators.
Please note that if your form is only available in some states, collaborators will not be able to open or view documents that are in a different state.
How much does it cost for collaborators to access the metadata viewing and editing forms?
Each time a contributor accesses a document’s metadata viewing and editing form, they are triggering an external review enhancement on that document.
This enhancement allows people without a user account (anonymous and collaborators) to view or modify the metadata of that document, or change its status using forms.
The external review enhancement on a document enables any number of openings and submissions of viewing and metadata editing forms on that document during the next 30 days.
The document may be reviewed by any number of contributors during that time.
The activation of an external review upgrade has a cost in Docuo credits that will be deducted from your balance at the time of activation.
You can check the cost in credits for external review upgrades on the pricing page of the Docuo website.
You must have an available balance of Docuo credits in order to activate an external review upgrade. If your balance is insufficient, the upgrade will not be activated and collaborators will not be able to access the forms.