How to share a document

In this article, we take a closer look at document sharing: the ability to invite others to sign, approve or simply access your uploaded documents. In the Dokobit portal, this action is called "adding participants".

How to add participants: an overview

Intro

Uploading a document to the portal is a four-step process. In this guide, we will skip the first two steps (1. choosing the document format; 2. uploading the file) and jump right ahead to step number 3 for adding participants. If necessary, you can first get familiar with the overall document uploading process here: How to upload and sign a document

Now that you're ready to share your uploaded documents with others, here's a visual overview of this step:

While this section mainly serves one purpose (please note that the "workflow" function has a separate article here), it consists of two ways to add participants to a document. Here's a detailed breakdown of each one: ↓

Option 1: Add information to the participant line

↑ Add information about the participant to this line.

1.0. Choose whether you’d like the participant to receive the invitation via email or SMS.

1.1. Enter the respective contact details – email address or phone number. Once you start typing, the system will suggest to select from existing contacts in the address book.

or

1.2. Choose their role from the drop-down settings located next to their name. You can decide if this person needs to sign, approve or simply have access to the document.

1.3. Click on the option "Notification language" in the configuration button drop-down menu, if you wish to modify the participant’s notification language. If you do not, then the participant will receive the invitation following your own language setup on the Portal.

1.4. If required, you may share the documents securely (adding a personal code), meaning that the recipient would first have to authenticate themselves with eID methods, before they are authorised to view and sign the document contents. Select the “Secure sharing” option in the configuration, choose the recipient’s country from the given list and insert their national ID (personal) code.

1.5. If you want to delete a participant, click on the trash bin icon on the right side.

Option 2: Address book

↑ Click on the “Address book” next to the “Add participant” button. Here you can select participants from the existing contact list:

Once you add participants from the address book, all of their information will be prefilled automatically, based on their contact information provided in the address book. This includes secure sharing in cases when the contact information contains the recipient’s personal code. If you require to modify the information, first you have to modify it in the address book. Otherwise, insert the new information manually, by adding a new participant row.

How to add additional participants to documents that have already been uploaded

2.0. In the Dokobit portal, open the document that needs to be shared with additional participants. Then at the top of the page, press the “Share” shortcut button. Or scroll down to the list of participants and click "Edit".

or

2.1. The participant list will turn into editing mode, which looks almost the same as the initial participant creation in the “Upload document” page.

In this mode you can add more participants by clicking on “Add participant” or “Address book”. You can also change the existing participants’ action role, notification language or just delete them from the list, in case their participation is no more required.

However, you are not allowed to edit the existing participant contact details. If you would like to do that, then just delete the existing participant and add a new row with new contact details.

How to edit participants that have been added to documents

Please visit this article to find out more.

How to share documents with nonusers of the Dokobit portal

Dokobit users who have purchased a paid plan subscription can allow other invited participants to access documents without requiring them to register a portal account first. This functionality is called "accountless signing". Please visit this article to find out more.