Introduction
We have introduced a new feature that lets you share LAEP+ artefacts with other local authorities - enabling more collaborative working and the ability to share your plans with your peers.
For now, this is available for Projects and Scenarios created in LAEP+. By default all districts within a county or combined authority can share freely with each other and with their county/combined. Sharing with other local authority users requires those users to be added to a safe senders list.
How to manage the Safe Senders list
In order to share an artefact with someone in another local authority, the user you would like to share it with must first be on your Safe Senders list.
The Safe Senders list is found in the Manage Access tab.Only admin users have access to this tab, so if you want to add a new user to your safe senders list, you need to ask your LAEP+ admin(s) for support doing this.
How to add a new user to your safe senders list:
Go to Manage Access > Safe Senders tab >click on the ‘Add new user’
Then select the local authority and email address(es) of the user(s) you wish to add. Click ‘Add User’to confirm.
This will trigger an email to that user, asking them to accept your invite to the Safe Senders list. They must accept the invitation by clicking on the ‘Accept Invite’ button in the email.
Once accepted, you will each be on each other’s Safe Senders lists which means you can freely share artefacts.
If you wish to add all users from a local authority to your Safe Senders list, then tick the box that says ‘Select all users’. If this box is ticked, the invitation email will be sent to the admin users of that local authority to accept on behalf of all users.
Admin users have full editorial permissions for their Safe Sender lists and can add or remove users at any time. To remove a user, click on the delete icon next to their name in the Safe Senders list.
How to share a Project or Scenario with another local authority
Sharing with other local authorities follows the same initial steps as sharing internally within your organisation’s LAEP+ instance. For a reminder, see https://intercom-help.eu/advanced-infrastructure/en/articles/141506-working-collaboratively-with-other-users
In the Share externally tab, you are asked to select the local authority you wish to share with, and then select the user you wish to share the artefact with. If you wish to share with all users in that local authority, then tick the box that says ‘Select all users in this local authority’.
Once you do this and click ‘Send Invite’ the artefact will be shared with your selected user(s) and they will be able to view that artefact in their own LAEP+ account. They will be able to access and view these shared artefacts from the Projects and Scenarios pages as normal.
Note: users must be in your Safe Senders list to appear within the Share Externally tab. For more details on Safe Senders see the following section.
What permissions can I grant other local authority users?
For now, artefacts can only be shared as ‘read only’. Which means the users you share with cannot edit any artefacts you share with them. They also cannot re-share artefacts you share with them. We are exploring options to add ‘edit’ permissions to shared artefacts in future.
What happens if I delete an artefact?
If you delete an artefact this will delete it for all those who have shared access to it.
You can remove user access from the shared artefact by reopening the ‘Share’ modal box and selecting the delete icon next to the user whose permissions you wish to remove. Similarly, if a user is removed from the Safe Senders list, access to any artefacts that have been shared with them will be removed too.