Guest User Workflow

SiftHub’s Guest User Workflow enables seamless collaboration with external contributors or stakeholders who are not part of your SiftHub account. With this functionality, you can assign Questions or Sections to guest users and allow them to contribute without needing full Project access or a SiftHub account. Here's how it works:

Assigning a Question / Section for Review to a Guest User

1. Access the Primary Document Outline:
   • Open the Project and navigate to the Primary Document Outline in the SiftHub Browser Extension (for Google Workspace Users) or MS Add-in (for Microsoft365 users).
   • Identify the question you want to assign.
2. Submit one or multiple Questions/Sections for Review:
   • Select the questions/sections from the outline and click on the Submit for Review button.
   • A modal will appear with two options: Platform User or Guest User.
3. Select Guest User:
   • Choose the Guest User option and enter the email address of the guest you want to assign the question to.
4. Send the Request:
   • Add other details such as Due date and Comment, and click on the Submit button.
   • The guest user will receive a notification email with the question / section details and a direct link to review the response.

Guest User’s Review Process

1. Accessing the Assigned Sections / Question:
   • The guest user opens the link provided in the email notification.
   • This leads to a dedicated and open web page tailored for that specific question(s) or section(s).
2. Interface Overview:
   • Left Pane: Displays the question(s) / section(s) assigned to the guest user.
   • Middle Pane: Shows the selected question along with its current answer.
   • Right Pane: Contains relevant metadata for the question, such as due dates, comments, Project description and other details.
3. Review Options:
   • For questions/sections submitted for review, the guest user has the following actions:
     • Approve: If the answer is satisfactory, mark it as approved.
     • Reject: If the answer is incomplete or incorrect, reject it. Rejected questions are returned for further updates.
   • Guests can also edit the answer directly before approving or rejecting it. Any changes will be automatically updated in the corresponding cell of the primary document.
   • The assignee will get notified of the same via email once the guest takes action.

Assignment types:

Guest users can be assigned:

• Question: The guest will be able to mark each Question as Rejected / Approved
• Section: In this case, all the questions of that Section will also be assigned to the guest user for review. The guest will be able to mark each Question as Rejected / Approved or do it for the Section as a whole, in which case each un-reviewed answer will be marked in the same way as the Section
• A combination of Questions and Sections: The guest will see the left panel with multiple requests, each corresponding to a Question or Section, and then can act upon those individually.

Requesting Content from a Guest User

Assigning Questions for Content Requests:

• • Similar to the review process, assign a question to a guest user by selecting the 'Request Content' action from the options in the outline or Question details.
  • Follow the same steps to enter the guest’s email address and submit the request.

Guest user's content submission

• • The guest user can create or edit the response to the question directly in the web interface.
  • After making changes, they can click Submit.
  • The response is updated automatically with the Primary Document.

Assignment types:

Guest users can be assigned:

• Question: The guest will be able to submit an answer for the Question, which will get automatically updated in the Primary Document
• Section: In this case, all the questions of that Section will also be assigned to the guest user for content. The guest will be able to submit a response for each Question before marking the entire Section as updated.
• A combination of Questions and Sections: The guest will see the left panel with multiple requests, each corresponding to a Question or Section marked, and then can act upon those individually.

All Pending Requests

Guest users can also track and manage all their pending requests from one place. With each new request, guest users will get the link to all their Pending Requests in the same email.

Key Benefits of the Guest User Workflow

• No Account Required: Guest users can contribute without needing a SiftHub account, reducing barriers to collaboration.
• Seamless Integration: Any updates or approvals made by the guest user are automatically updated in the Primary Document.
• Streamlined Communication: Email notifications and direct links ensure clarity and efficiency in assigning tasks.