Setting up and using linked companies

Overview

Partner companies is an add-on feature and must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

The partner companies feature establishes a connection between two different Responsive instances, allowing easy access for partners, resellers, or separate company instances to share items in the Content Library, and partners can share content in a collection to the linked company.

• Link requests can be sent to a partner company after linked companies is enabled in Organization Settings.
• A connection can be made only with partners that also use the Responsive app; the feature must be enabled in both the primary company and partner company instances.

You want to quickly and easily share Content Library items from one company to their partner companies.

Permissions

By default, only Super Admins can link companies as partners. If you want to allow non-Super Admins to set up linked companies you must create a custom role with the linked companies permission (Organization Settings > Company Settings > Linked companies). This role allows users to:

• Initiate a link request.
• Add a company.
• Share and revoke access to collections with the linked companies.

Select the applicable tab for your edition of Responsive.

• Sending link requests

  1. Go to Organization Settings > Company features > Linked companies, then click Link requests > Send link request.
     
  2. Enter the recipients email address and add CC emails, if applicable.
  3. Enter a message for the recipients, then click Send. The request will be sent and will be displayed in the Link requests tab.
     
     • You can track the status of all requests from the Link Requests tab.
     • The status of the sent request will be displayed as Pending. Once the link request is accepted, the status will change to Active.

  Adding companies

  Companies can be added either by accepting the link request via the email notification, or by copying and pasting the link code from the email in the Add Partner Company pop-up. Users can accept or reject link requests.

  Adding companies via email link

  • To accept the request, click Add account from the email notification, then enter the information and click Accept.
    • The companies will be linked and will be displayed under the Linked companies tab.
      
    • Once the companies are linked, the status of the link request will be displayed as Active in the Link Requests tab for the company that had sent the link request.
  • To reject the request, click Decline.

  Adding companies via code

  1. Open the Company linking code text file received in the email notification and copy the code.
     
  2. Go to Responsive > Organization Settings > Company > Linked companies and click Add company.
  3. Paste the copied code into the Linking company code field.
  4. Click Add.

  Managing linked companies

  1. Click the More options menu next to the linked company you want to manage.
     
  2. Do the following as needed:
     • Select Edit to edit the company’s primary contact or add notes, then click Save.
     • Select Unlink to revoke the link, then click Yes on the verification pop-up.
     • Select Manage collection to grant or revoke access to shared collections with the partner company.
       Note: You can also go to Organization Settings > Content Library > Collections, then click the More options menu next to the collection and select Share/Revoke to grant or revoke access to shared collections.
     • Select Enable comments, then click Yes on the verification pop-up to allow users in the selected company to post comments in the content shared from your company. A Comments icon will be displayed adjacent to the company name if enabled.
       Note: Commenting is disabled by default when a collection is shared with a partner company.

  Viewing and editing access to shared collections

  Shared collections can be viewed by the partner company, and you can select which users can view the information.

  1. Go to Organization Settings > Content Library > Collections > Partner’s collections and click Edit next to the collection.
  2. Edit the collection to limit its access to only selected users.
  3. Click Update to update the selection.

  Accessing collections shared by partner companies

  Shared collections can be accessed from the Content Library, Auto-Respond, and Project Recommendations.

  Using shared content to respond to questions in projects

  You can access partner company’s shared collections from the Recommendations pane while responding to questions on the Project page.

  1. Click the question you want to respond to, then click Company to see the linked companies.
     
  2. Select the company whose content you want to access.
     
     The recommended contents from the selected company’s shared collection will be displayed.
     

  Viewing shared content in the Content Library

  To view contents from shared collections, select the company name from the Content Library.

  

  Using shared collections when Auto-Responding to questions

  1. Go to the Sections page and click Auto-Respond.
     
  2. Select the partner company whose shared collection you want to access.
     
  3. Clear the checkboxes of the sections you don't want to include, and then click Next. The Preview screen shows the results of the Auto Respond process, and displays the company from which the results were found.
  4. Click Apply responses to use the responses. A success message will be displayed on successfully auto-responding to questions.

  Commenting on Shared Content

  Once commenting is enabled for your company you can comment on any shared Q&A pairs. The comment will be sent to the content owner and they can provide a reply which will be displayed to the sender of the comment.

  1. Click the Comments icon and enter a comment in the Comments tab on the right.
     
  2. Click Send.
     • The content owner will be notified by an email with a link to view the comment.
     • The content owner can reply to the comment which will in turn notify the commenter from partner company via email. The content owner can also resolve the comment as needed.

• Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

  Sending link requests

  1. Go to Organization Settings > Company features > Linked companies, then click Link requests > Send link request.
     
  2. Enter the recipients email address and add CC emails, if applicable.
  3. Enter a message for the recipients, then click Send. The request will be sent and will be displayed in the Link requests tab.
     
     • You can track the status of all requests from the Link Requests tab.
     • The status of the sent request will be displayed as Pending. Once the link request is accepted, the status will change to Active.

  Adding companies

  Companies can be added either by accepting the link request via the email notification, or by copying and pasting the link code from the email in the Add Partner Company pop-up. Users can accept or reject link requests.

  Adding companies via email link

  • To accept the request, click Add account from the email notification, then enter the information and click Accept.
    • The companies will be linked and will be displayed under the Linked companies tab.
      
    • Once the companies are linked, the status of the link request will be displayed as Active in the Link Requests tab for the company that had sent the link request.
  • To reject the request, click Decline.

  Adding companies via code

  1. Open the Company linking code text file received in the email notification and copy the code.
     
  2. Go to Responsive > Organization Settings > Company > Linked companies and click Add company.
  3. Paste the copied code into the Linking company code field.
  4. Click Add.

  Managing linked companies

  1. Click the More options menu next to the linked company you want to manage.
     
  2. Do the following as needed:
     • Select Edit to edit the company’s primary contact or add notes, then click Save.
     • Select Unlink to revoke the link, then click Yes on the verification pop-up.
     • Select Manage collection to grant or revoke access to shared collections with the partner company.
       Note: You can also go to Organization Settings > Content Library > Collections, then click the More options menu next to the collection and select Share/Revoke to grant or revoke access to shared collections.
     • Select Enable comments, then click Yes on the verification pop-up to allow users in the selected company to post comments in the content shared from your company. A Comments icon will be displayed adjacent to the company name if enabled.
       Note: Commenting is disabled by default when a collection is shared with a partner company.

  Viewing and editing access to shared collections

  Shared collections can be viewed by the partner company, and you can select which users can view the information.

  1. Go to Organization Settings > Content Library > Collections > Partner’s collections and click Edit next to the collection.
  2. Edit the collection to limit its access to only selected users.
  3. Click Update to update the selection.

  Accessing collections shared by partner companies

  Shared collections can be accessed from the Content Library, Auto-Respond, and Project Recommendations.

  Using shared content to respond to questions in projects

  You can access partner company’s shared collections from the Recommendations pane while responding to questions on the Project page.

  1. Click the question you want to respond to, then click Company to see the linked companies.
     
  2. Select the company whose content you want to access.
     
     The recommended contents from the selected company’s shared collection will be displayed.
     

  Viewing shared content in the Content Library

  To view contents from shared collections, select the company name from the Content Library.

  

  Using shared collections when Auto-Responding to questions

  1. Go to the Sections page and click Auto-Respond.
     
  2. Select the partner company whose shared collection you want to access.
     
  3. Clear the checkboxes of the sections you don't want to include, and then click Next. The Preview screen shows the results of the Auto Respond process, and displays the company from which the results were found.
  4. Click Apply responses to use the responses. A success message will be displayed on successfully auto-responding to questions.

  Commenting on Shared Content

  Once commenting is enabled for your company you can comment on any shared Q&A pairs. The comment will be sent to the content owner and they can provide a reply which will be displayed to the sender of the comment.

  1. Click the Comments icon and enter a comment in the Comments tab on the right.
     
  2. Click Send.
     • The content owner will be notified by an email with a link to view the comment.
     • The content owner can reply to the comment which will in turn notify the commenter from partner company via email. The content owner can also resolve the comment as needed.