{"id":4980,"date":"2023-06-20T13:29:11","date_gmt":"2023-06-20T11:29:11","guid":{"rendered":"https:\/\/help.r2docuo.com\/knowledge-base\/what-are-the-differences-between-users-and-collaborators-in-docuo\/"},"modified":"2023-06-20T14:24:32","modified_gmt":"2023-06-20T12:24:32","slug":"what-are-the-differences-between-users-and-collaborators-in-docuo","status":"publish","type":"ht_kb","link":"https:\/\/help.r2docuo.com\/en\/knowledge-base\/what-are-the-differences-between-users-and-collaborators-in-docuo\/","title":{"rendered":"What are the differences between users and collaborators in Docuo?"},"content":{"rendered":"\n<p>Collaborator accounts in Docuo are designed for people outside the organization (customers, suppliers, external parties, etc.) or who make occasional use of the tool.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-info\">The basic difference between a user account and a contributor account is that contributor accounts <strong>are primarily intended for file sharing <\/strong>(uploading, downloading, editing and replacing files), and have restrictions on all other Docuo functionality.<\/p>\n\n<p>However, as we will see in this article, it is possible to bypass some of these restrictions from time to time, through the use of forms and the use of Docuo credits.<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon\">As a counterpoint to their limitations, <strong>partner accounts are priced lower <\/strong>than user accounts on all licensing plans.<\/p>\n\n<p>Partner accounts are contracted in packages of 50 accounts, it is not possible to contract a lower amount.<\/p>\n\n<p>The general rule of thumb is that employees of an organization will need a Docuo user account and external people such as customers or suppliers will have a partner account.  <\/p>\n\n<h2 class=\"wp-block-heading\">What restrictions does a partner account have?<\/h2>\n\n<p>The most important restrictions for partner accounts are listed below:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>In the folder view, <strong>they cannot see empty folders<\/strong> (containing no files or subfolders visible to them).<\/li>\n\n\n\n<li>They cannot access the document <strong>category view<\/strong>.<\/li>\n\n\n\n<li>They cannot access the <strong>query view<\/strong>.<\/li>\n\n\n\n<li>They cannot access the <strong>details window<\/strong> of a document, and therefore view its metadata.<\/li>\n\n\n\n<li>For each document, only the following fields can be displayed: <em>Name, Description, Modification date, path and size<\/em>.<\/li>\n\n\n\n<li>The searches you perform will only return results that match the fields in the previous point, they will not search for other metadata.<\/li>\n\n\n\n<li>They cannot create <strong>comments, reminders or tasks<\/strong> on the documents.<\/li>\n\n\n\n<li>They cannot <strong>change the status of a document<\/strong> in their workflow.<\/li>\n\n\n\n<li>They cannot create documents automatically from <strong>templates<\/strong>.<\/li>\n\n\n\n<li>They cannot view or work with document <strong>attachments <\/strong>.<\/li>\n\n\n\n<li>They cannot <strong>electronically sign<\/strong> documents.<\/li>\n\n\n\n<li>For documents with version control, collaborators <strong>can only see the published<\/strong> (current) <strong>version<\/strong> of the file. They do not have access to drafts, obsolete versions or change history.<\/li>\n\n\n\n<li>They cannot view documents of <strong>categories that do not have a main archive<\/strong>.<\/li>\n\n\n\n<li>For documents that have workflow (process) configured, you cannot <strong>see the process diagram<\/strong>, the <strong>current document status<\/strong> or the <strong>color <\/strong>corresponding to the document status.<\/li>\n\n\n\n<li>They do not have access to the <strong>Kanban view<\/strong> (columns).  <\/li>\n\n\n\n<li>They cannot perform Docuo <strong>administration tasks<\/strong>.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">So what can you do with a partner account?<\/h2>\n\n<p>Collaborators:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>You can <strong>use all Docuo apps<\/strong>: Windows, web, iOS and Android.<\/li>\n\n\n\n<li>You can access the <strong>folder view<\/strong><\/li>\n\n\n\n<li>They can use <strong>workspaces<\/strong>.<\/li>\n\n\n\n<li>They can use <strong>username and password protected forms<\/strong> using their partner credentials, thus providing full traceability of their actions.<\/li>\n\n\n\n<li>They can have their own <strong>permission settings<\/strong>.<\/li>\n\n\n\n<li>They can <strong>upload, download, edit, replace and delete documents and folders<\/strong> if they have the appropriate permissions.<\/li>\n\n\n\n<li>You can mark documents as <strong>favorites<\/strong>.<\/li>\n\n\n\n<li>You can consult <strong>recent<\/strong> documents.<\/li>\n\n\n\n<li>They have a <strong>recycle garbage can<\/strong> for deleted files.<\/li>\n\n\n\n<li>They can be <strong>selected in data fields of<\/strong> type &#8220;User\/Collaborator&#8221; or as e-mail recipients.<\/li>\n\n\n\n<li>Although they cannot access the query view, they can <strong>use queries that have previously been added to their works<\/strong>pace, even if those queries have parameters. However, these queries will only return the basic fields <em>Name, Description, Date modified, Path and Size<\/em>.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">How can employees bypass the restrictions?<\/h2>\n\n<p>Some of the partner account restrictions can be circumvented on an ad hoc basis through the use of forms, as explained below:<\/p>\n\n<h3 class=\"wp-block-heading\">Make it possible for a collaborator to create documents by entering their metadata.<\/h3>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon\">This feature does not consume Docuo credits<\/p>\n\n<p>To achieve this, simply create a data collection form in the document category. The form will have a link that the collaborator can use to create documents by filling in data fields.<\/p>\n\n<p>Whether the form security is set to &#8220;anonymous&#8221; (anyone with the link can use it) or user\/password protected, contributors can use their credentials to log in.<\/p>\n\n<p>It is possible to link this type of form from a collaborator workspace to make it accessible from the Docuo interface.<\/p>\n\n<h3 class=\"wp-block-heading\">Enable a collaborator to view and edit the metadata of a document, or change its status.<\/h3>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">This feature consumes Docuo credits and is only available in the Business and Enterprise editions of Docuo.<\/p>\n\n<p>If a document category has a metadata viewing and editing form configured, <a href=\"https:\/\/help.r2docuo.com\/en\/knowledge-base\/collaborator-access-to-metadata-viewing-and-editing-forms\/\" target=\"_blank\" rel=\"noreferrer noopener\">collaborators will be able to use this form from Docuo<\/a>.<\/p>\n\n<p>When you open a document (double-click on it), Docuo will ask if you want to open the file or access the form. If the form is user\/password protected, the collaborator will use your account credentials automatically (the user will not have to enter them).<\/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\/06\/image-16.png\" alt=\"\" class=\"wp-image-4986\" srcset=\"https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16.png 868w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16-600x282.png 600w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16-768x361.png 768w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16-50x24.png 50w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16-60x28.png 60w, https:\/\/help.r2docuo.com\/wp-content\/uploads\/2023\/06\/image-16-100x47.png 100w\" sizes=\"auto, (max-width: 868px) 100vw, 868px\" \/><\/figure>\n\n<p>Through a metadata viewing and editing form, collaborators can change the status of the document (by clicking send), view or alter the value of data fields that have been included in the form.<\/p>\n\n<p><strong>When a contributor uses a metadata viewing and editing form, it triggers an <em>external review enhancement<\/em> on the document<\/strong>. The external review upgrade has a cost in credits that can be consulted on the Docuo <a href=\"https:\/\/www.r2docuo.com\/es\/precio\" target=\"_blank\" rel=\"noreferrer noopener\">pricing page<\/a> and will be deducted from the repository credit balance at the time it is activated.<\/p>\n\n<p><strong>The external review enhancement on the document enables unlimited external reviews through forms on a single document for the next 30 days<\/strong>. The document can be reviewed by other contributors or anonymous users during that time any number of times without triggering another enhancement.<\/p>\n\n<p>If the form is user\/password protected, the collaborator will use your account credentials automatically (the user will not have to enter them).<\/p>\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-info\">If a document category does not have a main archive, but has a form for viewing and editing metadata, the documents in this category will become visible to collaborators.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Collaborator accounts in Docuo are designed for people outside the organization (customers, suppliers, external parties, etc.) or who make occasional use of the tool. However, as we will see in this article, it is possible to bypass some of these restrictions from time to time, through the use of forms&#8230;<\/p>\n","protected":false},"author":1,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"content-type":"","footnotes":""},"ht-kb-category":[417],"ht-kb-tag":[],"class_list":["post-4980","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-faq"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What are the differences between users and collaborators in Docuo? - 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=\"What are the differences between users and collaborators in Docuo? - R2 Docuo | Help center\" \/>\n<meta property=\"og:description\" content=\"Collaborator accounts in Docuo are designed for people outside the organization (customers, suppliers, external parties, etc.) or who make occasional use of the tool. 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