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Secure Share Minute Book Files

Nonto
Nonto
  • Updated

Share Minute Book documents with internal and external parties without leaving the Athennian platform.

Overview

The Share feature in the Minute Book allows users to securely share specific documents and folders with clients, auditors, or other stakeholders. The shared Minute Book is a read-only view, and access can be customized with an expiry date.

Availability: Customers on the Professional or Enterprise plans.

Important: This feature is only available to Administrators and Office-Admins.

Share the Minute Book

  1. Navigate to the desired Entity
  2. Click the Minute Book section on the left-hand side of the screen
  3. Click the blue Share button located on the top left of the page
  4. In the Details tab, fill out the following mandatory fields:
    • Access Name: A name to identify this specific shared view (e.g., “Audit Access”)
    • Share Expiry: Click Custom to set an Expiry date and time when the shared access will expire. Alternatively, select Never for no expiry date.
    • Description: Add a description (optional)
  5. Click Next
  6. The Files & Folders tab will display the folders and files within the Minute Book. Select the specific files to share.
  7. Click Next
  8. In the Share with tab, add recipients by clicking the + Add button:
    • Type in the mandatory First Name, Last Name, Email Address and Role (defaults to Secure-Share)
    • Click Add to add the recipient to the list
  9. Click Next to go to the Review tab
  10. Review the details, files, and recipients
  11. Click the blue Create button to finalize and create the shareable link
  12. An email invitation will be sent to the selected user(s) with the Secure-Share role to sign into Athennian and access the Minute Book shared files

Manage Minute Book Shares

  1. Navigate to the Minute Book section and click on the Action dropdown
  2. Select Manage Shares from the list
  3. In the Manage Book shares page that appears, click on the name to be managed

Add Secure-Share Access

  1. To add access, navigate to the Access page and click on the blue Add button in the top right-hand corner
    • In the Add New Access modal that appears, click on + Add Access
    • In the Select User Group modal, click on the checkboxes next to their names to add existing users
    • Alternatively, to add a new user, click on + New User
      • Fill in the mandatory First Name, Last Name, Email Address, Email Language and User Type
      • Toggle on/off to grant user PII Access and AI Access
      • Click the Add button to save the changes
    • Click the blue Select button
    • In the Add New Access modal, confirm the user details (Name, Role, Access Expiry and Expiry Date if applicable) and click on the Submit button
    • You will note that a two person icon will appear next to the document as confirmation

Revoke Secure-Share Access

  1. To revoke access, in the Access tab, click on the appropriate checkbox for the user groups
  2. Click on the Actions dropdown at the top left of the page
  3. Click on Revoke Access
  4. A blue banner will appear on the left-hand side of the page stating "Success, Grant(s) revoked"

Add Document Profiles

  1. To add more documents to the existing Access Group, click on the Profiles tab
  2. Click on the blue Add button on the right-hand side of the screen
  3. In the Select documents to add to [Share name] Records modal, select the checkboxes of the documents to be added
  4. Click on the blue Add to [Share name] Records button to save the changes
  5. The added documents will appear at the bottom of the page with the Date Added listed

Remove/Restore Document Profiles

Remove

  1. To remove documents, click the Profiles tab
  2. Select the checkboxes of the documents you wish to remove
  3. Click the Actions dropdown at the top of the page and click Remove
  4. The status of the removed documents will switch to Inactive and the Date Removed will appear

Restore

  1. To restore documents, select the checkboxes of the inactive documents that need restoration
  2. Click the Actions dropdown at the top of the page and click Restore
  3. The documents will be added and the Date Added will appear

Video Instructions