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Accessing Shared Resources

When someone shares a process with you, you get access to view it, use it as a reference, and (depending on your permissions) contribute to it. Shared processes appear in a dedicated section on your dashboard, making it easy to find documentation that’s relevant to your work.
Processes shared with you appear in the “Shared Resources” widget on your Dashboard.

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Finding Shared Resources

  • Shared Resources Widget
  • Notifications
The dedicated shared resources area on your DashboardNavigate to your Dashboard and find the “Shared Resources” widget.You’ll see processes that others have shared with you, organized by:
  • Recently shared
  • Process name
  • Who shared it
  • Your permission level

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Understanding Your Access Level

When viewing a shared process, check your permission level to know what you can do:

View

You can see and reference the process but can’t change or comment

Comment

You can see the process and add comments or suggestions

Edit

You can make changes to the process and its documentation
Your permission level usually appears:
  • At the top of the process view
  • In the “Shared Resources” list
  • In the process header or sidebar
Learn more: Permission Levels

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Using Shared Processes as Reference

Most commonly, you’ll use shared processes as reference while doing your work:
1

Open the Process

Navigate to the shared process from your “Shared Resources” widget or click a link.
2

Find Your Activity

Locate the activity you’re working on. Use:
  • Table of contents
  • Category navigation
  • Search within the process
  • Visual diagram to see the flow
3

Read the Instructions

Review the activity details:
  • What needs to be done
  • Your RACI role
  • Step-by-step guide (if available)
  • Forms or templates needed
4

Follow the Process

Complete your work according to the documented procedure.Keep the process open for reference as you work.
5

Check Off Completion

Some systems let you mark activities as complete (depending on your permission level and system features).
Pro tip: Bookmark frequently used shared processes for quick access. Most systems let you favorite or star processes so they appear at the top of your list.

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Adding Comments to Shared Processes

If you have Comment or Edit permission, you can add feedback:
1

Navigate to What Needs Feedback

Find the activity, documentation section, or RACI assignment you want to comment on.
2

Click Add Comment

Look for a comment icon, “Add Comment” button, or comment field.Different systems place this in different locations (sidebar, inline, popup).
3

Write Your Comment

Be specific and constructive:
  • Reference exactly what you’re commenting on
  • Explain the issue or suggestion
  • Propose a solution if possible
  • Tag relevant people with @mentions
Good comment: “In Step 3, the link to the form template is broken. The correct link is [URL]. @Sarah can you update?”Poor comment: “This doesn’t work.”
4

Post Your Comment

Click “Post,” “Submit,” or “Comment” to add your feedback.People with access to the process (especially those with Edit permission) will see your comment and can respond.
5

Follow Up

Check back for responses to your comment.Some systems notify you when someone replies.

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Comment Best Practices

Be Specific

Point to exactly what needs attention. Don’t make vague comments.

Be Constructive

Frame feedback positively. Suggest improvements rather than just complaining.

Tag People

Use @mentions to notify the right people about your comment.

Include Context

Explain why something is an issue or how your suggestion helps.

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Comment Examples

  • Good Comments
  • Poor Comments
“The email template link in Step 4 returns a 404 error. I found the updated template here: [link]. @Mike can you update the guide?”“In my experience, calling customers before sending the cancellation email (Step 2) reduces churn by about 30%. Should we add a phone call step before the email?”“Great documentation! One suggestion: can we add a screenshot in Step 6 showing where to find the Export button? New team members always ask about this.”“The RACI shows Sarah as Accountable, but she left the company last month. @TeamLead who should be the new owner?”

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Editing Shared Processes

If you have Edit permission, you can make changes directly:

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Making Small Edits

1

Open Edit Mode

Click “Edit” or the edit icon for the section you want to change.
2

Make Your Changes

Update the content, activity, or assignment as needed.For small fixes (typos, broken links, minor clarifications), go ahead and edit.
3

Save Your Changes

Click “Save” to apply your edits.Changes are visible immediately to everyone with access.
4

Notify if Needed

For significant changes, notify the process owner or team via comment or message.

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Making Large Changes

Before making major changes:
  • Discuss with the process owner first
  • Add a comment explaining your proposed changes
  • Get agreement from the team
  • Make changes when others aren’t actively editing
Major changes include:
  • Reordering activities
  • Removing content
  • Changing RACI assignments
  • Restructuring categories
  • Rewriting documentation

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Collaborating Effectively

When working with shared processes as a team:

Respect the Process Owner

The process owner is responsible for maintaining quality and consistency.Do:
  • Check with them before major changes
  • Support their decisions about structure
  • Offer to help with updates
  • Communicate about your edits
Don’t:
  • Make sweeping changes without discussion
  • Override their decisions repeatedly
  • Delete their work without agreement
Let others know what you’re changing and why.For Edit permission holders:
  • Add a comment explaining significant changes
  • Notify the team via email or chat for major updates
  • Document your reasoning
  • Be open to feedback
Example: “I updated Step 4 to reflect our new CRM system. Old instructions no longer apply. Let me know if you see any issues.”
When multiple people edit simultaneously, conflicts can occur.To avoid:
  • Check who else is viewing/editing before starting
  • Make your edits in one session, don’t leave it half-done
  • Save frequently
  • Communicate if you’re making extensive edits
Some systems lock sections being edited or show who’s currently editing.
Comments are great for discussion and questions.Good uses:
  • Ask why something is done a certain way
  • Propose improvements before implementing
  • Point out issues you’re not sure how to fix
  • Start conversations about process changes
Example: “I noticed we’re not tracking lead source in Step 2. Should we add that? @SalesManager what do you think?”

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Organizing Shared Processes

Keep your “Shared Resources” section organized:

Bookmark Favorites

Star or favorite the processes you use most often for quick access

Create Folders

If your system supports it, organize shared processes into folders by function or frequency

Hide Unused

Archive or hide processes you no longer need but still have access to

Use Search

Don’t scroll endlessly. Use search to find what you need quickly

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Notifications for Shared Processes

Manage your notifications to stay informed without being overwhelmed:
  • What You're Notified About
  • Notification Settings
  • Process-Specific Settings
Typically you receive notifications when:
  • A new process is shared with you
  • Someone comments on a process you have access to
  • Someone replies to your comment
  • Someone @mentions you
  • Major changes are made to processes you use
  • Your permission level changes

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Requesting Access to Processes

If you need access to a process you can’t see:
1

Find Out Who Owns It

Ask your team lead, manager, or colleagues who owns or maintains the process.
2

Request Access

Contact the process owner directly:
  • Explain why you need access
  • Specify what permission level you need (View, Comment, or Edit)
  • Mention how you’ll use it
Example: “Hi Sarah, I’m working on the customer onboarding process and need to reference your customer data collection procedures. Can you share the ‘Data Collection Process’ with me (View permission is fine)?”
3

Wait for Approval

The owner will review your request and grant access if appropriate.You’ll receive a notification when access is granted.
Some systems have a “Request Access” button on processes you can see but can’t open. Click it to send an automatic access request to the owner.

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Removing Yourself from Shared Processes

If you no longer need access to a shared process:
1

Open the Process

Navigate to the shared process you want to leave.
2

Find Remove/Leave Option

Look for “Remove me,” “Leave,” or “Stop sharing with me” in the share settings or options menu.
3

Confirm Removal

Confirm that you want to remove yourself.The process disappears from your “Shared Resources” section.
Or just leave it: Many people keep shared processes even if they rarely use them. It doesn’t hurt to have access to processes you might need someday. Only remove yourself if it’s truly cluttering your workspace.

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Tips for Success

Check Updates Regularly

Review shared processes periodically to stay current with changes

Contribute Actively

If you have Comment or Edit permission, don’t be shy about improving documentation

Ask Questions

Use comments to ask questions rather than interrupting teammates

Report Issues

If you find errors or outdated information, let the owner know via comment

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Common Situations

I Can't Find a Process I Need

Try:
  1. Search for it by name or keywords
  2. Check your “Shared Resources” widget
  3. Ask team members for a link
  4. Request access from the process owner
  5. Ask your manager if it exists
What to do:
  1. Add a comment noting what seems outdated
  2. Tag the process owner with @mention
  3. Suggest the updated information if you know it
  4. If you have Edit permission and you’re sure, update it yourself and notify the owner
What to do:
  1. Add a constructive comment explaining your concern
  2. Propose an alternative approach
  3. Tag relevant stakeholders
  4. Be open to discussion - there may be reasons for the current approach
  5. Don’t just change it if you have Edit permission; discuss first
What to do:
  1. Document how you actually do things in a comment
  2. Ask if the process needs updating or if you should change your approach
  3. Work with the process owner to align documentation with reality
  4. Remember: the goal is to document reality, not aspirations

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Next Steps

Permission Levels

Learn what you can do with each permission level

Collaboration Best Practices

Tips for effective team collaboration

Sharing Processes

Learn how to share your own processes