Sharing Folders

The information in this article applies to the following LexisNexis^® products and services: Lexis^®. Nexis^®

You can share folders with other users in your organization or other users outside your organization. This includes entire folders or specific items within a folder.

When you look at your list of Folders, the following tabs appear:

• Shared by Me - visible only if you have shared folders or items and contains the list of all shared items and folders you have shared
• Shared by Others - visible in the list of folders and contains all the folders or items shared with you

When sharing a folder or item in a folder, you have two options:

• You can easily share with other users in your organization simply by selecting their name from the list of people in your firm.
• You can also share with users outside your organization (i.e., outside counsel), assuming the recipient has access to LexisNexis^® research services, using their email address.

When sharing your folders with other users, whether inside or outside your organization, you can select the Editor or Viewer role for that user.

Take the following steps to share a folder:

1. Click Folders.
2. Select a folder to share.
3. Click Actions next to Folder: [name of your folder].
4. Click Share folder.
5. Enter the name or email address of the person with whom you want to share the folder as follows:
   • To share with others inside your organization: Enter the user's name in the format LastName, FirstName and select the name of the person within your organization from the list of People within your firm under the field.
     Note: If the person in your organization has an ID under a different account number than your ID, they may not appear in People within your firm. You can still share the folder using the steps to share to users outside your organization.
   • To share with others outside your organization: Enter the person's email address in the field. Once you complete the rest of the steps to share the folder, they receive an email with an invitation to the shared folder. The person must be a LexisNexis ID holder in order to sign in, accept the sharing invitation, and view the shared contents.
6. Click Add to Share.
7. Select Editor or Viewer as the role for that person.
8. Repeat steps 5-7 for all people with whom you want to share the folder. You can share a folder with a maximum of 100 recipients.
9. Click Save.

To see a list of people with access to the shared folder, select View Sharing Info from the Actions drop-down list next to Folder: [name of your folder].

Users inside your organization automatically see the shared folder in the Shared by others folder under Folders. Users inside your organization cannot decline the shared folder but can unsubscribe from a folder or a shared item while viewing the folder by clicking Unsubscribe next to the name of the folder.

For users outside your organization, the recipient receives an email with an invitation to the shared folder from notifications@lexisnexis.com. Click View Invitation and use your ID to sign in to your LexisNexis research service, if prompted. Click one of the following:

• Accept Invitation and View All Shared Items: Sets permissions for you to begin viewing items in the Shared by others folder under Folders.
• Decline Invitation: Removes you from the list of shared users for this item.
• Ignore Invitation: Return to this screen later from the email link to make the decision at another time.

 

Note: Editors and Viewers can rename the folder. Any changes to the name of the folder are visible by all users with whom the folder is shared.

Additional information about sharing folders is located below.

Sharing folders and items in folders do not count against the total number of items available that you can keep in folders. For example, if User A has 1800 items in folders and User B shares a folder with 400 items, User A can still gain access to those documents without it counting against the limit of 2000 items.
 

Shared Folders and Items Permission Levels  Adding Notes to a Shared Folder Email Notifications Folder Sharing when User Leaves Organization

Adding Items to a Shared Folder Managing Shared Folders and Items Sharing Transactional Documents

 

Shared Folders and Items Permission Levels 

The service provides 3 permissions or roles with sharing folders:

Owner	Editor	Viewer
The Owner is the user that initiates the sharing of a folder or item. The owner has full access to all folder sharing actions, such as: Add items/folders to a shared folder Move or copy items/folders from a shared folder Delete items/folders from a shared folder Rename shared items/folders Move document to another folder Add users to sharing permissions and designate role of the recipients (Editor/Viewer)	A Editor is a user that has partial access to folder sharing actions, such as: Add items/folders to a shared folder Copy items/folders from a shared folder Rename shared items/folders View sharing permissions (users and roles) of items/folders	A Viewer is a user has read only/limited access to folder sharing actions such as: View items/folders in a shared folder Copy items/folders from a shared folder to another folder View sharing permissions (users and roles) of items/folders Deliver documents

 

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 Adding Items to a Shared Folder

Folder Owners and Editors can save items to a Shared Folder.

Take the following steps to save an item to a Shared Folder:

1. Click the Add to folder icon at the top of the item.
   Note: Items can include full text documents, searches, and Shepard's^® Reports.
2. Select Choose a Folder.
3. Click a folder you shared or expand Share by Others to click a folder shared by another user.
4. Click Save.

Note: If you annotate an item in a shared folder, select Allow recipients to view your annotation so that others can view the annotation. If you annotate an item and subsequently share the folder, you must select Allow recipients to view your annotation for each annotation in each document in the folder.
 

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 Adding Notes to a Shared Folder

Folder Owners and Editors can add notes to Shared Folders and items.

Take the following steps to add a note to a Shared Folder:

1. Click Folders in the top navigation bar.
2. Select a shared folder.
3. Click Add Notes.
   Note: If the folder already contains notes, click View All Notes, then click Add Note.
4. Enter your note.
5. Click Allow recipients to view your note to allow all folder members to view your note.
6. Click Add.

 

Take the following steps to add a note to an item in a Shared Folder:

1. Click Folders in the top navigation bar.
2. Select a shared folder.
3. Click the item to view the full text of the item.
4. Click Add Notes.
   Note: If the folder already contains notes, click View All Notes, then click Add Note.
5. Click Add Note.
6. Enter a note.
7. Click Allow recipients to view your note to allow all folder members to view your note.
8. Click Save.

 

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 Managing Shared Folders and Items

Folder Owners can share folders and items with additional users, remove users from shared folders and items, reassign roles, and stop sharing completely.

Folder Editors can manage sharing for items and can add users to an item. Editor can delete only users the editor added. Editors cannot reassign roles of users or delete users added by the Folder Owner.

Take the following steps to manage a shared folder:

1. Click Folders in the top navigation bar.
2. Select a shared folder.
3. Click Actions.
4. Select View Sharing Info.
5. Make 1 of the following changes:
   • Enter a person's name or email address and click Add to Share.
   • Click X to delete a user.
   • Select a different role for a user.
   • Select Stop sharing this folder to remove access to the folder for all users.
     Note: This does not delete the folder.
6. Click Save.

 

Take the following steps to manage an item:

1. Click Folders in the top navigation bar.
2. Select a shared folder.
3. Select an item.
4. Click Manage Sharing (the wrench at the top of the list).
5. Make 1 or more of the following changes:
   • Enter a person's name or email address and click Add to Share.
   • Click X to delete a user.
     Note: An Editor can delete only users the editor added.
   • Select a different role for a user.
     Note: An Editor can reassign roles only for users the editor added.
6. Click Save.

 

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 Email Notifications

The service sends folder sharing email notifications from notifications@lexisnexis.com.

You receive email notifications for the following actions:

• Another user shares an item or folder with you
• Another user adds an item to a folder shared with you
• Another user stops sharing an item with you
• Another user adds, modifies, or deletes annotations or notes for a shared item
• You or another user changes the name of a shared item
• You or another user changes the permission for a shared item
• You receive an unsubscribe request from a recipient
• The service updates a document within a shared folder
• Another user confirms or declines a sharing invitation

Click More > Settings > General and adjust folder and item sharing notifications under Notification Options.
 

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 Sharing Transactional or Restricted Documents

You can add transactional documents to a shared folder once you access the document for a fee. If you access a transactional document and save it to a shared folder, other users must access the document, also for a fee, to view the full text document.

If you try to share a folder that contains transactional documents that you have not accessed, you receive the following message:

The item that you're trying to share contains documents that are out of your plan. If you wish to share this item, access ($) this item and share it with the user.

The service bases access to content on individual authorizations. So if User A shares with User B and neither has access to the document, both users have to pay to view the document.
If the document is restricted for the person with whom you shared the document, the person can see that the document exists, but cannot have access to the document.
 

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 Folder Sharing when a User Leaves Organization

If a user leaves an organization, the user's ID is suspended or inactivated, and the ability to share removed from the ID. Any folder or item, including notes, shared by the user is available to other users for 90 days. After 90 days, the shared folders and items are no longer viewable.

Editors can copy folders and items from a shared folder to another folder during the 90 day period.

Users that have the ability to share removed from their ID cannot see any items shared with them immediately after the sharing ability is removed.
 

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