Share Content and Collaborate Securely

SpringCM provides an easy and powerful central location from which you can share documents with colleagues. The first step to sharing is creating folders that reflect how you want to organize your company's content.  It's easy to create folders, upload your content, and start sharing and collaborating. Following these steps will give you a feel for how much you can do with SpringCM.

• Step 1: Create a Folder
• Step 2: Set Folder Notification
• Step 3: Upload Your Document
• Step 4: Share Your Content
• Step 5: Collaborate with External Users

OK, let's get started!

Step 1: Create a Folder

Creating folders in SpringCM is just as easy as creating them on your PC or Mac. Consider what folder structure and naming conventions will be most useful to you and your team member before you begin.

>Learn How to Create a Folder.

1. Click the Documents tab.
2. Click the Create Folder button located on the Toolbar. You can also open the File menu and choose Create Folder.

3. Complete the Folder Name field.
4. Leave all checkboxes as is for now. We'll discuss Pinpoint and Attributes later.
5. Click the Save button.

Read more about Creating Folders.

You can create as many folders as you like. Most SpringCM customers create “subfolders”—simply folders inside of other folders. They're just like the subfolders on your work computer. To create a subfolder, just click the Folder in which you'd like at add a subfolder and follow the Create Folder steps.

Once your folders are organized, SpringCM can notify you automatically when documents are placed in the folders and subfolders you've created. 

>>If you're interested in more ways to organize your content, we also offer features like Public Folders and Attributes.

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Step 2: Set Folder Notification

You'll never have to manually check with your team members to ensure they're using SpringCM effectively once you set Notifications. You can choose Real-time Email Notifications and Daily Email Notifications.

• Real-time Emails notify you immediately when a document is placed inside the folder.
• Daily Emails provide a summary of all documents added to a folder within a 24-hour period.

>Learn How to Set Notifications.

1. Click the Documents tab.
2. Click the folder to which you'd like to add notifications.
3. Open the Notification menu and choose the notification method you prefer.

Now SpringCM is ready to host your content so you can start sharing your documents.

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Step 3: Upload Your Document

SpringCM can capture your content so you can start sharing and collaborating soon. The easiest way to start is using our Upload Files feature.

>Learn How to Upload Your Content.

1. Click the Documents tab.
2. Click the folder to which you'd like to upload documents.
3. Click the Upload button. You can also open the File menu and choose Upload.

4. Click the Choose File button and select the document you'd like to upload. You can repeat this step up to two times to upload three documents simultaneously.
5. Click the Upload button.

Many SpringCM customers like to upload content and access documents using WebDAV – a tool that lets you access SpringCM from you computer just like you open a folder on your desktop.

>Learn How to Use WebDAV.

Windows 7

1. Select Start > Computer.

2. Click Map network drive.
3. Type https://webdav.springcm.com into the Folder field.
4. Click the Finish button.

5. Once you click the WebDAV folder, enter your SpringCM username and password to access your content.
6. After you log in, you will see your SpringCM folder available in the Computer section of Windows Explorer.

Windows XP or Vista

1. Select Start > My Network Places > Add Network Place.
2. You will see a window requesting Service provider information. Select Choose another network location.
3. In the Internet or network address field, type the following: https://webdav.springcm.com
4. The WebDAV server is password-protected. You must enter your SpringCM username and password to access your content.
5. After you log in, you will see your SpringCM folder available in My Network Places.

Read more about WevDAV.

>>To upload large numbers of documents, or large files, we offer nine different upload methods to accommodate your business needs.

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Step 4: Share Your Content 

Sending content to colleagues takes seconds once you've added the users you want to share content with.

>Learn How to Add Users.

1. Click the Address Book tab.
2. Click the Create User button. You can also open the Address Book menu and choose Create Full Subscriber.

3. Select Full Subscriber from the "Role" drop-down menu.
4. Complete all the required fields in the "Information" section.
5. Click the Save button.

Read more about Creating Users. 

Because most professionals use email as their primary form of communication, we recommend using our Email Links feature to share your content with colleagues. Email Links ensures your colleagues always access the right version of a document.

> Learn How to Use Email Links.

1. Click the Documents tab.
2. Click the folder containing the document you would like to share. Folders are located in the left-hand navigation.
3. Click the checkbox for the document you would like to share.
4. Click the Email Links button. You can also open the Send menu and choose Desktop Email.

5. Send the email like you would any other email.

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Step 5: Collaborate with External Users

Need to get a document like a press release or scope of work reviewed by someone outside your organization who's not yet a SpringCM user?  SpringCM makes it easy with Send for External Review. You can send your document(s) via email, allowing the external party to mark-up and review it. When they reply, documents come right back into SpringCM as new versions.  It couldn't be simpler.

> Learn How to Send a Document for External Review.

1. Click the Documents tab.
2. Click the folder containing the document you would like to share. Folders are located in the left-hand navigation.
3. Open the Send menu and choose For External Review.

4. Choose the Expiration Date. The external user has up to 14 days to access the document.
5. Type the recipient's email address in the "To" field.
6. Complete the "Subject" and "Notes" fields.
7. Click the Send button.

Are you ready to take SpringCM to the next level? We'll show you how to edit and collaborate on documents using SpringCM in the Editing and Version Control section.

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