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. Users in the other organisation will not get access to your working version or to changes you make after the document is shared.
đ Introduction
Sharing a document with another organisation
đ Exercises
đ ď¸ Getting Started
Before you can complete this exercise, you will need your own training project containing a bill ready to share.
If you havenât got one already, create a project containing a half finished bill:
Candidate_for_introduction.xml
If you already have a training project, start from step 4 in the instructions below.
The following steps will allow you to create the data required for this exercise.
How to create a new project
Download the XML document for the exercise by clicking on the link youâve been provided with. By default, the downloaded file is usually placed in the âdownloadsâ folder on your computer.
Log in to Lawmaker.
From the Dashboard, create a new project of the type you need for the exercise. Give it a title such as [Your Initials] Drafting a bill. (See Creating a new project.)
From the Project tab for that project, select Document Actions > Upload document, and select the XML file for the exercise which you have downloaded. It can be uploaded into the default folder that has been created in the project. (See Create a new document by uploading an XML file.)
On the newly uploaded document version, select Actions > Update Document Information and update the Title to match the title you originally gave the project.
Duplicate this document version using Actions > Duplicate version and call the new version the name of this module. We will create a new document version per module.
Open the duplicated version in the Editor
âď¸ Exercise 1: Sharing a bill with another organisation
This exercise will show you how to share documents with other organisations. Before you share a document, itâs good practice to clean it in case there are any document check errors that need resolving.
Step 1: Check the document is clean before sharing
Detailed steps to clean your document before sharing
From the Project tab, open the document version you intend to share.
In the Editor, check there are no mandatory Document Check errors. In our training scenario, there are a couple
The drafter of the bill left some empty spaces which can cause issues later on when processing the xml so itâs good practice to check for and remove these using Tools > Remove all leading and trailing spaces from the upper toolbar. When this update has run, the corresponding document check errors will disappear.
The second Part hasnât been correctly numbered. When you renumber the whole document, this document check error will disappear. Trigger a renumber by selecting Tools > Renumber Provisions from the upper toolbar
As you have performed a renumber, itâs important to update cross references afterwards by selecting Tools > Update references from the upper tool bar which will make sure any cross references are quoting the correct provision number. Also check this doesnât create more document check errors e.g. if a cross reference is no longer valid, these will be highlighted in the Document Check panel
Check the table of contents shows the clauses, schedules and any grouping levels in sequential order (i.e. a simple way of check whether the document has been renumbered following drafting). Youâve already run renumber in the step before so the table of contents should be correct. But you should re-insert a new table of contents to make sure the part number is correct by selecting Insert > Insert Table of Contents
Delete any remaining comments & tracked changes (click on the Review right-hand panel)
Delete any J-refs that might accidentally have been left in by selecting Insert > Delete All J-refs and hide any Jrefs that might still be visible in cross references (Tools > Show/hide J-refs in references)
Save your changes once complete and close the Editor using the Close Editor button.
Step 2: Share the document with another organisation
Detailed steps to share documents
On the Project tab, find the final document version and select Actions > Share version.
If you are an OLC drafter: select NI Assembly and click on Share.
If you are an NIA user: select Office of the Legislative Counsel and click on Share.
The system will create a Significant Version which will appear on the right-hand side of the Project tab which will be read-only for you (and users in your organisation); but also read-only to users in the organisation that you shared it with to maintain the integrity of the document version that was shared.
