Create an External Collaboration

In this topic, you will see how to create an External Collaboration.

Steps:

1. Collaborations provide users of the UWB with a tool to ask questions, share knowledge or communicate with external parties that created or are associated to a Transaction.

   Step 1

2. You can create or participate in Collaborations within any Transaction for which you have rights.

   Step 2

3. To create a Collaboration, access the applicable Transaction.

    

   In this example, click the ABC Warehouse link.

   Step 3

4. From within the Transaction, click the Collaboration button.

   Step 4

5. The Collaboration button reflects the number of Collaborations created for the Transaction.

    

   All Collaborations associated with this Transaction will be listed in the Collaboration List.

   Step 5

6. To create a new Collaboration, click the Add discussion icon.

   Step 6

7. All available fields are required fields as indicated with a red asterisk (*).

   Step 7

8. The Type field defaults to Internal and will be changed to External.

    

   Collaboration Participants can be users of the UWB and/or External parties that are associated  with the Transaction.

   Step 8

9. Click in the Type field.

   Step 9

10. Click External from the list.

    Step 10

11. Participants can be added manually or a search can be performed to locate the individual.

     

    In this example, the name will be added manually.

     

    Click in the Participants field.

    Step 11

12. Enter the last name or the initial portion of the individuals email address (minimum of first 3 characters of name).

     

    In this example, the name of Diane Hitz will be entered.

     

    Enter "hitz".

    Step 12

13. A search looks for Participants that match the text you have entered and displays a list of participants to select from.  The name can be selected from the list.

     

    NOTE: Suffix of Agent designates the External party associated to the Firm that created the Transaction.

     

    In this example, click Diane Clare Hitz - Agent from the list.

    Step 13

14. The selected name is added to the Participants list.

     

    In this example, enter the name of a party that is not a Participant in the UWB.

     

    Enter "tune".

    Step 14

15. The name did not match, which indicates the party is not a Participant.

     

    Names can also be added as a Participant by performing a Search.

     

    Click the Search People link.

    Step 15

16. The Search UWB users dialogue window requires search criteria.

     

    Click in the Search By field.

    Step 16

17. Search By options:

     

    First Name

    Last Name

    Email Address

    User ID

    Group Name

    Liability Limit

    Office

    Step 17

18. In this example, click Group Name from the list.

    Step 18

19. Information is entered into the Search Text field that relates to the Search By option.

     

    As an example, a search for all parties associated to a Group Name is performed.  The name of the Group will be entered into the Search Text field.

     

    Click in the Search Text field.

    Step 19

20. Enter "alaska".

    Step 20

21. With the search criteria entered, click the Search button.

    Step 21

22. All Participants that are associated to the group are displayed.

    Step 22

23. Place checkmarks in the Select checkbox to include all required Participants.

     

    In this example, click the Select checkbox for Ann Buck.

    Step 23

24. With all Participants selected, click the Save button.

    Step 24

25. The selected Participant(s) appear in the Participants field.  Participants can also be removed.

     

    NOTE: Participants on Collaborations in files that are generated from an External source (AgentNet) will have a Suffix after the name.  FA indicates a First American/FA employee.

     

    Click the X next to the Participant name of Ann Buck to remove the entry.

    Step 25

26. Confirm removal of the participant by selecting Yes or No in the Confirmation dialogue window.

     

    In this example, click the Yes button.

    Step 26

27. A Title description is required that helps to identify the topic of the Collaboration and/or need. 

     

    Click in the Title field.

    Step 27

28. In this example, enter "Need restrictions reviewed".

    Step 28

29. Documents can be added to a Collaboration. 

     

    NOTE:  Documents that are attached to a Collaboration DO NOT appear within the Documents tab of the Transaction.  They will only be available for viewing with the Collaboration.

     

    To attach a Document, click the Choose File button.

    Step 29

30. Navigate to the stored location of the Document file.

     

    In this example, click the Restrictions _Jurassic Park.pdf file.

    Step 30

31. With the file selected, click the Open button.

    Step 31

32. The file appears in the Attachment(s) section.

     

    Multiple files can be added as Attachment(s) on a Collaboration.

     

    The X is used to remove an attachment.

    Step 32

33. The communication to the Participants is entered into the Description field.

     

    Be specific and include as many details as possible for effective communication.

     

    Click in the Description field.

    Step 33

34. In this example, enter "Please send current restrictions".

    Step 34

35. With all required fields completed, click the Save button.

    Step 35

36. The Collaboration is saved to the Transaction and is listed on the Collaboration List.  

     

    Alerts are generated to all Participants. Internal party communication is based on "their " user preferences such as an email alert. External parties will also receive an email alert.

     

    The My Collaborations tab on the Home page contains all Collaborations that you created or are involved in as a Participant.

    Step 36

37. Collaborations can be modified by selecting the Title of the Collaboration.

     

    In this example, click the Need restrictions reviewed link.

    Step 37

38. Modifications may include adding/removing Participants, revising Title, adding/removing Attachments and replying to the Description communication.

    Step 38

39. External parties replies display within the Collaboration.

    Step 39

You have now seen how to create an External Collaboration.

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