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Last updated: 2025-12-01


Record Sharing - Setup

In this topic:





Overview



This section covers the setup steps necessary to enable record sharing for a SmartOffice user.




Enabling Record Sharing for a User Account






Note: Record sharing must be enabled for all users who want to participate in sharing.





The following steps must be completed by a SmartOffice administrator:






  • Enable the Record Sharing user right for the user's account (for more information about user rights, see User Accounts
  • Viewing and Editing).
  • When the confirmation dialog box opens, read it carefully to understand the changes that occur when record sharing is enabled. Because a user cannot have record sharing rights while also having Super User and Enterprise View rights, SmartOffice automatically disables those user rights. At the same time, SmartOffice automatically enables office security for the user's office.
  • (Optional) If the office name and user name of the person with whom records will be shared is known, enter that information in the Quick Handshake section. If this information is not entered here, the user can establish this link him/herself (see Requesting a User Link).
  • Click the Yes button.


Any user who has record sharing capabilities is referred to as a "specialist" or "expert" in SmartOffice.




Requesting a User Link



Before a user can share records with another user, a record-sharing relationship, or link, must be established between the users.



Once a user has been granted record sharing user rights, that user can send a link request to a user in another office as follows:






  • From the profile menu, select Profile & Settings to open the User Preferences sub-content link.

  • Click the Record Sharing sub-content link.

  • Click the Linked Users sub-content link to display the list of linked users.

  • From the drop-down list, select Users Receiving my Contact Records if it is not already selected.

  • Select Menu > New 'Linked User' Record to open the New Linked User dialog box.
  • Enter the office name and user name of the user.

  • Click the OK button.


The user's name displays in the list with a status of Waiting. Once the user accepts the link request, this status changes to Active. Only when the link is active can records be shared with that user.




Accepting a User Link



When a user who has been sent a link request signs in to SmartOffice, a confirmation dialog box opens.





To accept a link and enable record sharing with a user, tag the user in the list and click the Accept button.




Viewing User Links



A user can see a list of users with whom he/she is sharing records.







  • Click the Record Sharing sub-content link to display the list of linked users.

  • From the drop-down list, select one of the following: Users Receiving my Contact Records: Select this option to see users with whom you have shared records.

  • Users Sharing Their Contact Records with Me: Select this option to see users who have shared records with you.




Clicking the name of a user in the list displays the list of records being shared with that user. For more information, see Viewing Shared Records.




Deleting a User Link



Deleting a link to a user in another office also removes any links to that user's shared records.



To stop sharing with a particular user:







  • Click the Record Sharing sub-content link.

  • Click the Linked Users sub-content link to display the list of linked users.

  • From the drop-down list, select either Users Receiving my Contact Records or Users Sharing Their Contact Records with Me, depending on the relationship that exists with the user.

  • Select the user, and then select Menu > Delete 'Linked User' record.
  • When the confirmation dialog box opens, click the Yes button.



Disabling Record Sharing for a User Account



A SmartOffice administrator can disable record sharing for a user as follows:






  • Disable the Cross-Office Record Sharing user right for the user's account (for more information about user rights, see User Accounts - User Rights Content Link).
  • When the confirmation dialog box opens, read it carefully to understand the changes that occur when record sharing is disabled.
  • Click the Yes button.