Sharing a document with another organisation
You can share a document with another organisation. When you share a document, Lawmaker creates a read-only significant version which can be seen by users in the organisation it was shared with and users in your organisation. Only working versions can be shared (so not, for example, PDF snapshot versions).
Sharing a document can be useful for:
review purposes,
handing over ownership of a document, e.g. for introduction in Parliament or handing over an SI for processing by the departmental Parly Clerks.
The shared Significant version will be read-only for users in the organisation it was shared to (like all Significant Versions).
If you make changes to your original working version after sharing, users in the receiving organisation will not see them.
To work on the shared version, users in the receiving organisation will need to duplicate the Significant version to create a new Working version. See the guidance here: Duplicating a document version
A shared Significant version (as seen from the receiving organisation).
To work on the shared document, it will be necessary to duplicate it to create a working version.
How to share a document
On the Project Tab, select Actions > Share version on the document working version you would like to share.
Select the organisation you want to share it with and then click on Share.
The system will create a Significant Version which will appear on the right-hand side of the ‘Project’ tab with read only access for users from the other organisation, as well as the sharing organisation.
A snapshot version is also created underneath the shared working version, visible to users in the sharing organisation. This helps keep a record of exactly what documents have been shared and when.
When you share a working version of a document, it will not have a PDF version associated with it, even if you have generated PDFs of the working version.
This means that if a user in the receiving organisation downloads a ZIP file from the Significant version, this ZIP file will not contain a PDF and therefore will not be eligible for submission to TNA.
To get round this, the user in the receiving organisation will need to:
Duplicate the Significant version (Duplicating a document version)
From the new Working version, generate a PDF (Generating and viewing a PDF)
Either—
Preferred route for record keeping reasons:
From the PDF snap shot, select Actions > Submit to TNA on the PDF snapshot version to create a Significant version marked as ‘Submitted to TNA’ (Submitting an SI/SSI to TNA), and
From the ‘Submitted to TNA’ significant version on the right-hand side, select Actions > Download ZIP File.
Alternative route that won’t keep a record of the version shared with TNA: from the PDF snapshot version that was just created, select Actions > Download ZIP File (Downloading a ZIP file of a document )
The resulting ZIP file should contain a PDF as well as the XML of your document, and any images included. This should be used for submission to TNA.