{"id":4884,"date":"2023-05-12T16:18:53","date_gmt":"2023-05-12T14:18:53","guid":{"rendered":"https:\/\/help.r2docuo.com\/knowledge-base\/collaborator-access-to-metadata-viewing-and-editing-forms\/"},"modified":"2023-05-12T16:42:19","modified_gmt":"2023-05-12T14:42:19","slug":"collaborator-access-to-metadata-viewing-and-editing-forms","status":"publish","type":"ht_kb","link":"https:\/\/help.r2docuo.com\/en\/knowledge-base\/collaborator-access-to-metadata-viewing-and-editing-forms\/","title":{"rendered":"Collaborator access to metadata viewing and editing forms"},"content":{"rendered":"\n<p>Docuo collaborators do not have access to a document&#8217;s metadata, as these accounts are limited to file sharing.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-danger\">The functionality described in this article is subject to a cost in Docuo credits.<\/p>\n\n<p>However, it is possible to enable collaborators&#8217; access to a document&#8217;s metadata through <em>metadata viewing and editing forms<\/em>. This is possible by activating <strong>external review enhancements<\/strong> on documents.  <\/p>\n\n<p>These enhancements cost Docuo credits and temporarily enable contributors to use these forms on a document.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon\">With an external review upgrade, <strong>any number of collaborators<\/strong> can view and modify the metadata or change the status of a single document <strong>any number of times for 30 days<\/strong>.<\/p>\n\n<h2 class=\"wp-block-heading\">How collaborators access a document form<\/h2>\n\n<h3 class=\"wp-block-heading\">By sending the link through an email, notification or sms.<\/h3>\n\n<p>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:<\/p>\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1002\" height=\"719\" src=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26.png\" alt=\"\" class=\"wp-image-4890\" srcset=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26.png 1002w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26-600x431.png 600w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26-768x551.png 768w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26-50x36.png 50w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26-60x43.png 60w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-26-100x72.png 100w\" sizes=\"auto, (max-width: 1002px) 100vw, 1002px\" \/><\/a><\/figure>\n\n<h3 class=\"wp-block-heading\">Through the Docuo interface<\/h3>\n\n<p>When there is at least one <em>form for editing and viewing metadata<\/em> 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:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"868\" height=\"408\" src=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24.png\" alt=\"\" class=\"wp-image-4873\" srcset=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24.png 868w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24-600x282.png 600w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24-768x361.png 768w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24-50x24.png 50w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24-60x28.png 60w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-24-100x47.png 100w\" sizes=\"auto, (max-width: 868px) 100vw, 868px\" \/><\/figure>\n\n<p>In this example, the document that the collaborator is opening belongs to the category offers. <strong>This category has a main file and also has<\/strong> a <strong> <em>form for viewing and editing metadata<\/em><\/strong> that is available for this document.<\/p>\n\n<p>If the collaborator clicks on the first option, he\/she will open the PDF document.<\/p>\n\n<p>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:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"978\" height=\"377\" src=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25.png\" alt=\"\" class=\"wp-image-4875\" srcset=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25.png 978w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25-600x231.png 600w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25-768x296.png 768w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25-50x19.png 50w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25-60x23.png 60w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/05\/image-25-100x39.png 100w\" sizes=\"auto, (max-width: 978px) 100vw, 978px\" \/><\/figure>\n\n<h2 class=\"wp-block-heading\">What if the category has no main file?<\/h2>\n\n<p>Normally, if a category does not have a parent archive, collaborators cannot view documents in this category unless they have a <em>metadata viewing and editing form<\/em> available.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-info\"><strong>If the category has at least one form for viewing and editing metadata<\/strong>, collaborators will be able to access documents that have this form available.<\/p>\n\n<p>Double-clicking on them will always open the <em>metadata viewing and editing form<\/em> directly, as there is no main file.  <\/p>\n\n<p>The <em>form for viewing and editing metadata<\/em> acts in this case as a detail window for the collaborators.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">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.<\/p>\n\n<h2 class=\"wp-block-heading\">How much does it cost for collaborators to access the metadata viewing and editing forms?<\/h2>\n\n<p>Each time a contributor accesses a document&#8217;s <em>metadata viewing and editing form<\/em>, they are triggering an external review enhancement on that document.<\/p>\n\n<p>This enhancement allows people without a user account (anonymous and collaborators) to view or modify the metadata <strong>of that document<\/strong>, or change its status using forms.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-info\">The external review enhancement <strong>on a document<\/strong> enables any number of openings and submissions of viewing and metadata editing forms <strong>on that document<\/strong> during the next 30 days.<\/p>\n\n<p>The document may be reviewed by <strong>any number of contributors during that time<\/strong>.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-danger\">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.<\/p>\n\n<p>You can check the cost in credits for external review upgrades on the <a rel=\"noreferrer noopener\" href=\"https:\/\/www.r2docuo.com\/es\/precio\" data-type=\"URL\" data-id=\"https:\/\/www.r2docuo.com\/es\/precio\" target=\"_blank\">pricing page of the Docuo website<\/a>.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">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.<\/p>\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Docuo collaborators do not have access to a document&#8217;s metadata, as these accounts are limited to file sharing. However, it is possible to enable collaborators&#8217; access to a document&#8217;s metadata through metadata viewing and editing forms. This is possible by activating external review enhancements on documents. These enhancements cost Docuo&#8230;<\/p>\n","protected":false},"author":1,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"content-type":"","footnotes":""},"ht-kb-category":[60],"ht-kb-tag":[82,83],"class_list":["post-4884","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-view-edit","ht_kb_tag-docuo-business","ht_kb_tag-docuo-enterprise"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Collaborator access to metadata viewing and editing forms - R2 Docuo | Help center<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Collaborator access to metadata viewing and editing forms - R2 Docuo | Help center\" \/>\n<meta property=\"og:description\" content=\"Docuo collaborators do not have access to a document&#8217;s metadata, as these accounts are limited to file sharing. 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