If you're working on a project with other parties (eg. subcontractor, client, verifier), there will be times where you want to share information such as photos and forms, that you capture, store and process in Dashpivot.
Traditionally this would be done via email, phone calls, text messages or meetings face to face. However, with Dashpivot there's an easier way to share information with other parties, as we have a dedicated user type for this scenario: Dashpivot Visitor Users (check out that article to learn about that user type and the permission options available)
How to structure folders to support 3rd party access (Free Visitors)
While access can be provided by inviting an external user as a Dashpivot Visitor, that person will gain access to a specific folder. So you may want to review the way your project's folders are organised, to maintain control what kinds of information is accessible.
We recommend structuring your folders in a way which separates information internal and external.
Setup your project folder
Within the project, create a team folder for internal information only
Add the relevant templates to this team folder
Add the relevant internal users to this team folder, as Dashpivot Contributors
Within the project, create a separate team folder for information you want externals to be able to access. We suggest naming this folder based on who its for eg. 'Client team' or what it is for eg. 'Quality team' so your internal employees don't get these mixed up.
Add the relevant templates to this team folder
Add the relevant external users to this team folder only, as Dashpivot Visitors
Add the relevant internal users to this team folder, so they can access both internal info (as per step 2), and the info available to external parties (step 3)
How to change Contributors to Free Visitors
Users have to be removed and then re-invited into Dashpivot to change their user type
They cannot be a contributor in one folder and a visitor in another, so it's best to remove them all together from the home folder and then re add them as required.
Remove the user from your account, this is done from the Home Folder which removes them from the whole workspace (all folders) at once. Go to the "Home Folder" then > "Users" section to do this.
Find/search for them in the current folder or Sub folder tab.
Tick and select remove the user* (it's good idea to copy the email before you do)
Then move to the Visitor tab (if they need specific folder access move into that folder first before going to Visitors and then Users section. Adding them to Home Folder will give them access to all folders)
Paste their email in the visitor tab to invite them back in as a visitor
You may need to repeat this across multiple project/team folders
* Please note the user will get a notification that they have been removed and re-added