A powerful feature of the Kahua platform is the ability to share project information across domains. For example, a general contractor can share a project's RFI log or submittal log on a project with the subcontractors on that project, ensuring everyone is on the same page.
The company sharing their information can control which records are shared from selected apps, and what permissions the receiving company will have for those records. They can initiate, edit, or end the share at any time.
The receiving company can control what project the shared records appear in. The records appear in their own separate list within the appropriate application.
Key elements to know about this feature include the following:
- When an app is shared with another organization, the contents of that app appear in real-time in the other organization's domain. It is not a copy of the data, it is the actual records.
- The other organization does not log in to your domain. After they accept the share, the records appear as a separate list in the app in the selected project in their own domain.
- Applications can be shared individually from within the app itself, or as a group through an invitation template or from the Share Manager app. Refer to Manage sharing in an app, Creating an Invite Template, and Share Manager.
- If you are the person initiating the share, you must have the appropriate permissions to do so. This typically requires an Administrator or Moderator role.
- The invitation recipient accepts the share on behalf of their organization. The invitation appears as a task in their Kahua domain. The share can then be added to an existing project, or the recipient can create a new project directly from the invitation and add the share to that new project. For information on accepting a share, refer to Accepting a Shared Application.
- You can assign standard app permissions to control what the recipient organization can do with the records shared with them. It is common to provide them with the Observer role so they can only view the records.
- You can apply a filter to the share to control which records in the app are shared. For example, you can select to only share records where their organization is named on the record. They will not see records that do not include their company name.
- You can edit or end the share at any time.
- You can allow the other party to keep a viewable copy of the records after the share is ended by selecting Allow copy on the share document. If Allow copy is not selected, the other party will no longer see the records once the share is terminated.
TABLE OF CONTENTS
- Invite another company to a share
- Manage an existing share
- Accept a sharing invitation from another organization
Invite another company to a share
There are several ways to send share invitations to other organizations:
- Shares can be sent and managed from individual apps. Refer to Manage sharing in an app.
- You can use invitation templates to set up a typical list of apps to share and invite organizations to use them. Refer to Creating an Invite Template.
- You can use the Share Manager app to manage inbound shares, outbound shares, and initiate additional app shares. Refer to Share Manager.
Manage an existing share
Existing shares can be edited or ended by the sharing company at any time. You can change permissions, filters, and whether or not the receiving company is able to retain a copy of the shared records when the share ends. Existing shares can be managed in the following locations:
- The app being shared - Shares for specific apps can be managed within those apps by users with the appropriate permissions. Refer to Manage sharing in an app.
- Share Manager application - The Share Manager app allows a domain administrator to review and manage all inbound and outbound shares in your domain. For more information, refer to Share Manager.
Accept a sharing invitation from another organization
For information on accepting a share invitation from another Kahua domain, refer to refer to Accepting a Shared Application.