Shared Spaces Guide for Buyers

The quick way

• Access a Shared Space
• Log in to a Shared Space
• Edit profile and preferences
• Invite colleagues to a Shared Space
• View content and add comments
• Upload content to the Shared Space
• Collaborate on Next Steps

Do this step by step

Access a Shared Space

1. To get started, open your personalized invitation email to the Shared Space, and click Visit the Shared Space.
2. Accept the Privacy notice to gain entry to the Shared Space and start discovering its features. You can read Showpad's full Privacy Policy here.
3. If you didn’t receive a personalized email to access a Shared Space and attempt to access it via a link, your email address will not be recognized. Therefore you will be asked to Request Access to this Shared Space. You can log in as soon as the owner has granted you access.

Log in to a Shared Space

1. Upon your next visit to a Shared Space, you will be asked to enter your email address and click Sign in with Email.
2. Choose if you want to Set up a password or Request 1-click login link.
3. Choose Request 1-click login link to receive an email inviting you to access the Shared Space quickly. Open the email and click Go to Shared Space to enter the Shared Space.
4. Choose to Set up a password for easy access to the Shared Space in the future. You will receive an email shortly, where you need to click Set Password.
5. Type in your new password, confirm it, and click Enter Shared Space.

Note: If you experience any issues, please contact support and include your email address for a prompt resolution.

Edit profile and preferences

1. To edit your profile, click on your avatar in the top left corner, and select Edit Profile.
2. In the Edit profile section, fill in or change your profile information, and click Save.
3. To edit your notification preferences, click on your avatar in the top left corner and select My Preferences.
4. Check the various options to choose which notifications you'd like to receive.
   • New Joiner Updates - When toggled on, you will receive a notification every time a new participant joins the Shared Space.
   • New Content Updates - When toggled on, you will receive a notification every time a new content is added to the Shared Space.
   • Comments - When toggled on, you will receive notifications about new comments in the Shared Space. You can also select to be notified for only @mentions and your active threads or all comments.
5. Click Save. The language used in notification emails is based on the browser language settings at the time of the user’s last visit to the Shared Space.

Invite colleagues to a Shared Space

1. There are two ways to invite your colleagues to a Shared Space:
   • Link: Depending on your needs, you can send a link via a preferred platform or a personalized Shared Space email. Click the Get Link button to copy, and share a link with your colleagues through a platform of your choice.
   • Email: Click on the Invite button to send an automatic, personalized email to anyone involved.
2. If you haven’t completed your profile information yet, you’ll be asked to do so before being able to send an invite. In this case, click Complete Profile, enter the required information, then click Save.
3. Now you can send the Shared Space email invitation to anyone involved. Fill in the To field by entering the email addresses of people you’d like to invite. Add a personal note and click Send Invite. The invited parties will receive a personalized email directly to their inbox.

View content and add comments

1. To view available assets in a Shared Space, click on any folder or asset thumbnail that you’re interested in. Clicking a folder will direct you to a page with its content. Clicking other content (a presentation, a picture, a video, etc.) will open up this specific asset.
2. Once you’ve accessed an asset within the Shared Space, the Pane on the right displays all file information, such as the date added, owner’s name, and asset’s description. You can hide this pane to focus only on the asset. You can redisplay it by clicking the Details button.
3. Below the file information, you can view all of the comments added by other users and add your comments. To do so, click the Write a Comment section and start typing. You can tag your colleagues by using @ followed by their email addresses. Once your comment is ready to publish, click Enter. Your comment will be visible to everyone accessing this Shared Space.
4. If you want to delete your comment, click the trash icon on the top corner of your comment, and confirm by clicking Delete.
5. By default, all participants will receive a notification when a comment is posted. If a participant wants to @mention someone in particular, then only that person and any other participants of that specific comment thread will be notified.

Upload content to the Shared Space

You might need to share documents to advance the deal cycle when your conversation progresses. This can be, for example, API specifications, scope documents, contracts, and pricing lists.

There is no need to do this via email or other communication methods. Both parties can upload documents to a Shared Space and interact with them. See the Supported file types article to verify the types and recommended sizes of the content you can add to your Shared Space.

You can upload content from your hard drive. You can edit the title and description for files you uploaded yourself. Moving, deleting files and folders created by others is not possible.

Note: Uploading files is only available when the Shared Space creator enables it.

1. Click Add Content.
2. Select content from your hard disk.
3. Your uploaded content will be processed and optimized for the best experience.
4. Your content is labeled as an external upload. You can edit the title and description by clicking the pencil icon next to it, or delete your uploaded files by clicking on the three dots in the upper-right corner of your file. Note that you won't be able to delete files uploaded by others.

Collaborate on the Next Steps

If a Mutual Action Plan is added to your Shared Space, you can participate in planning the Next Steps of every milestone and action in your collaboration.

1. View the Mutual Action Plan by clicking the Next Steps button in the Shared Space navigation bar.
2. Milestones with actions are listed here. You can add, edit, delete, and reorder milestones and actions. You can also add or remove due dates and assignees.
   To add an assignee who is not yet a participant in the Shared Space, you must first invite them to the Shared Space. Even if the invited participant hasn’t accepted the invitation, they can still be assigned to action items.
3. Check off action items as they are completed. When all of a milestone's actions are checked off, the milestone is marked as completed. You can track the progress of milestones using the displayed count of completed actions. The status of action items and milestones will also be updated when actions are almost due or overdue.
4. To manage your Next Step notifications, select My Preferences from your profile icon in the top left corner of the Shared Space. Three options are available:
   
   • Next Steps: My action items: Receive an email notification about actions that are assigned to you.
   • Next Steps: Completed actions: Receive an email notification every time an action is completed.
   • Next Steps: Reminder: Every time you access the Shared Space, a reminder pop-up will show you an action completion summary and remind you of the Next Steps.

   By default, all options are enabled.

5. When you access the Shared Space, if enabled, a reminder will update you on the progress of the Mutual Action Plan and the next steps to take. Click See Next Steps to follow up. You can adjust your reminder preferences by clicking the gear icon or accessing My Preferences. Click the X to close the reminder.