Summary
The Share tool in the Notes page allows users to change the recipient of annotations that they have created, to either grant or remove access across individual or multiple notes.
We've set out how to change the recipients of annotations in bulk below.
More information on: - Using the Notes page can be found here. - Creating, managing and changing the recipient of individual notes from the Annotation tool can be found here.
Changing Note Recipients
- Select Notes - Within the Notes page, tick the checkbox to the left of the note entries to include or remove from the selection. This can be at a per entry or note level, and filters can be used to assist with the selection process.
- Default Selection - All notes will be selected by default, both from the outset and once a filter is applied.
- Share Notes - Press Tools and select Share to open the Sharing Notes window. From the window:
- Change Recipient - Use the To: dropdown to select the new recipient. Use the silhouette+ icon to the next to the dropdown to add multiple recipients.
- Review Recipient Changes - The changes being made and how they affect the relevant users will be listed under Users Affected, whether they are losing or gaining access.
- Share Notes - Press Share Notes to apply the changes.
When notes are shared, they override the previous list of recipients rather than just adding the newly selected recipient(s). As such, to ensure note access is not lost, they should be shared in groups based on the existing recipients. For example, if a new recipient needs to be included on a note which has two existing recipients, the To: option in the Sharing Notes window will need to include both the two existing recipients, plus the new recipient to ensure the existing note access is not lost.