Invite and manage job collaborators

Adding collaborators to a job group

Adding collaborators at the group level is useful if you know the same people will always need access to every job in that group. This saves time since you won’t need to add them to each job one by one. These collaborators will automatically appear on all jobs in the group, though they won’t receive invites until you move a job into the collaboration step or send invites manually.

1. Click Jobs in the top nav.

2. Click Manage on the top right of the page.

3. Select Groups in the dropdown.

4. Click the name of a group in the table.

5. Click the 3-dot icon in the Collaboration row (or Final approval for publishers).

6. Select Manage people in the dropdown.

7. Search for and select a user. Only users with the Collaborate on jobs permission appear.

8. Select their role and click Save.

Publishers can only be added at the group level, not on individual jobs.

Accessing collaboration management

From an individual job

1. Click Jobs in the top nav.

2. Click the 3-dot icon next to the job.

3. Select Edit in the dropdown.

4. Click the people icon in the toolbar.

From the draft jobs table (requires Quinto Plus or Compliance)

Use the draft jobs table when you need to adjust collaboration on several jobs at once. This view gives you quick access to manage collaborators directly from the job list without opening each job individually.

1. Click Jobs in the top nav.

2. Click Manage on the top right of the page.

3. Select Draft jobs in the dropdown.

4. Click the 3-dot icon next to the job.

5. Select Manage people in the dropdown.

From the collaborators table (requires Quinto Plus or Compliance)

The Collaborators table is best for managing one person’s involvement across multiple jobs. This is helpful if you need to update roles or remove someone from several jobs at once.

1. Click Jobs in the top nav.

2. Click Manage on the top right of the page.

3. Select Collaborators in the dropdown.

Adding collaborators to an individual job

If you only want to involve specific people on a single job, you can add them directly to the job. This is useful for one-off cases where collaborators don’t need access to other jobs in the group.

1. Open the collaborators side panel.

2. Click + Add people.

3. Click + Add under a role.

4. Search for and select a user. Only users with the Collaborate on jobs permission appear.

5. Click Add.

Sending invites to collaborators in bulk

When you’re ready for collaborators to start providing input, you can move the job into the Collaboration step. This action sends invitations to all reviewers, contributors, and authors.

1. Open the collaborators side panel or table.

2. Click Preparation and select Collaboration in the dropdown.

3. Click Select date to add an optional due date.

4. Click + Add more details to add a message. This will be included in the email.

5. Click Move.

The due date is only a communication tool. Collaborators still have access after the due date. To prevent further edits, move the job from Collaboration to Final approval.

Sending an invite to an individual collaborator

If you skipped sending invites when moving the job to Collaboration, you can still send them individually. This is useful if you only want to notify one collaborator at a time.

1. Open the collaborators side panel or table.

2. Click the 3-dot icon next to a collaborator.

3. Select Send invitation in the dropdown.

4. Click Select date to add an optional due date.

5. Click + Add more details to add a message. This will be included in the email.

6. Click Invite.

Resending invites to collaborators

If you notice user’s status hasn’t changed from invited to viewed, you can resend the invite to remind them. This ensures collaborators don’t miss their chance to provide input.

1. Open the collaborators side panel or table.

2. Click the 3-dot icon next to a collaborator.

3. Select Resend invitation in the dropdown.

4. Click Select date to add an optional due date.

5. Click + Add more details to add a message. This will be included in the email.

6. Click Invite.

Requesting additional review

Sometimes you may need a collaborator to revisit a job they’ve already signed off on. Use this option to request an additional review, which sends them an email notification.

1. Open the collaborators side panel or table.

2. Click the 3-dot icon next to a collaborator.

3. Select Request additional review in the dropdown.

4. Click Request to confirm.

Changing a collaborator’s role

If a collaborator’s responsibilities change, you can change their role on a job. The user receives an email letting them know about the update.

1. Open the collaborators side panel or table.

2. Click the 3-dot icon next to a collaborator.

3. Select Change role in the dropdown.

4. Select a new role and click Change.

Removing collaborators from a job

If someone no longer needs access to a job, you can remove them (their contributions will remain). They’ll receive an email notification and they’ll no longer have access to the job.

1. Open the collaborators side panel or table.

2. Click the people icon in the toolbar.

3. Click the 3-dot icon next to a collaborator.

4. Select Remove in the dropdown.

5. Click Remove to confirm.