How-To: iManage Share (Collaborators/Guests)

Background:

iManage Share is a tool that integrates with iManage Work Document & Email Management System that the Legal & Immigration Services (LIS) team uses to share documents with collaborators/guests or enable collaborators/guests to share documents with them.

A LIS team member will create a Shared Folder and provide you with access with either of the following user access levels,

For more information: User Access Levels - iManage Share Help

How it works for first-time users:

Once LIS has added you as a member to the Shared Folder, you will receive an email notification asking to you “Accept & Activate” and it will ask you to create a password that meets certain password requirements.

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1. If you are a UW member,

• You will create a password that unfortunately you will not really use (this is just a limitation of the iManage system and has been raised with the vendor to see if this can be changed to improve the user experience)

• You will be redirected to the Microsoft login screen – please use your username@uwaterloo.ca.
  NOTE: iManage Share uses single sign on (SSO) which makes it seamless if Shared Folder is shared with the WatIAM account you already signed in on with the browser. However, if you are signed in under a different account (think a generic account, a personal Microsoft account) on that browser, an error will occur as the SSO will try to access the Shared Folder with the wrong WatIAM account.
  To prevent this from happening, you can open an incognito/private browser window to sign into a fresh (and correct) session.

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• You will be redirected to enter your Waterloo password including 2FA as normal

• Once successfully authenticated, you will be able to see all the Shared Folders for which you have access.

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• If you click into the Shared Folder, here is where you can upload files by clicking on the button to browse or you can drag & drop

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• You will see progress/confirmation on the bottom right

2. If you are a non-UW member, i.e. an external party,

• You will need to create a password that you will use on-going

• If you forget the password, there is a “Forgot Password” on the login page.

• Once successfully logged in, you will see the same screen as above from 1 d-f.

To login again:

Go to iManage Share and login as normal with the email that the Shared Folder was shared with. You should also be able to go to the original email and click the link from there. If you are non-UW member and you have forgotten your password, please use the “Forgot Password” link on the login page to reset your password.

Make sure you aren’t going via google search for iManage Share as it likely will send you to this link iManage Share which will not redirect you to Waterloo single sign on and you will get the below error message “Please provide valid credentials.”

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To subscribe for email notifications:

In iManage Share, click into the Folder and then click on the 3 dots and select “Subscribe”.

To unsubscribe, navigate to this location and click “Unsubscribe”.

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When a document is uploaded by any of the other members of the Shared Folder (owner, co-owner, collaborator, guest), an email notification like below will appear.

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