---
title: "Collaborators"
slug: "collaborators"
tags: ["Allow 12d Synergy Website", "Collaborator permissions", "Collaborator System Settings", "Current License ", "Enable 12d Synergy Web Server", "free access", "free license", "joint venture", "JV", "Register Collaborator", "Web Access for Collaborator", "work as a team"]
updated: 2026-04-07T00:57:28Z
published: 2026-04-07T00:57:28Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.12dsynergy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Collaborators

Admin Content

12d Synergy now provides an option to grant third-party users read-only access to selected jobs or folders. For example, you might want to share the drawings with your field engineers, or you are working on a joint venture with users from another company. In such cases, you can provide the field engineers or third-party users with access to the 12d Synergy Web App. These users are called Collaborators. Collaborators can only view and download the data. They cannot make any changes to the data.

- To create or view a Collaborator, the following settings must be configured in the [**12d Synergy Administration**application **> System Settings tab > Web Access**tab](https://help.12dsynergy.com/docs/v5settingupwebaccess#12-configuring-the-web-app)**> Advanced** tab:
  - Select the **Allow 12d Synergy Web App** checkbox.
  - Select who can create or view a Collaborator from the **Collaborators can be created by** list.
- If a Job Administrator is NOT given the permission to create a Collaborator, then they will not be able to view the collaborators created for that job as well.
- To view information in 12d Synergy, a user (including a Collaborator) must have permissions to see the Job. Please be aware that having permissions for a job will grant access to the information displayed in that job. This includes information on the job dashboard, the job attributes and any notes added at the job level. Additionally, if your job/folder structure is set to inherit permissions from the job level, granting access to a job to a Collaborator will provide them with broad access to each entity in that job that inherits permissions from above.
- When a collaborator is given access to an entity, they also have access to the history of that entity. This means that the collaborator can view any of the previous versions of the entity, if they choose to.
- A Collaborator cannot [create a personal access token](/v1/docs/v6profile#12-how-to-create-a-personal-access-token-pat).
- A Collaborator doesn’t have access to view, create or edit any [issues](/v1/docs/issuesfeature).

You must have a **Collaborators** license to work with this new feature. The number of Collaborators who can access the Web App with a license is mentioned to the right of the **12d Administration application > General tab > License tab > Current License > Available Modules** section.![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/image(45).png)

Please contact the 12d Synergy Support Staff for more details about this license.

## 1.1. How to Set up Collaborators

### 1.1.1. Prerequisite for Adding Collaborators

1. In the **12d Synergy Administration application > System Settings tab > Web Access tab**, select the following checkboxes.
  - **Enable 12d Synergy Web Server**
  - **Allow 12d Synergy Website** ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/769_col.jpg)

### 1.1.2. Collaborator-related System Settings

1. In the **12d Synergy Administration** application > **System Settings**tab, the following settings can be configured for Collaborators.

| Setting | Value | Usage |
| --- | --- | --- |
| **Collaborators must always notify someone when adding a note** | Yes | The Collaborator must add a recipient when creating or replying to a note. |
| No | The Collaborator can choose to add a recipient while creating or replying to a note. |
| **Hide company logo on the Collaborator onboarding page** | Yes | Your company's logo is not displayed on the onboarding page of the 12d Synergy Web App for collaborators. |
| No | Your company's logo is displayed on the onboarding page of the 12d Synergy Web App for collaborators. The image of the company logo must be saved in any location within the 12d Synergy Client application, and that location must be selected as the value for the "**Company logo**" system setting. |

## 1.2. How to Create and Invite a Collaborator to Access Data

You can create a Collaborator from both the **12d Synergy Client Application** and the **12d Synergy Administration** application.

### 1.2.1. From the 12d Synergy Client Application

If you are a Job Administrator and wish to create collaborator users, your System Administrator will need to change the setting at **12d Synergy Administration application > System Settings tab > Web Access tab > Advanced tab > Collaborators can be created by list**to **System Administrator or Job Administrator**option. Only then can you view the collaborators or create them by following the procedure below. However, if you are a System Administrator, you can perform the following procedure.

When you create a Collaborator from the 12d Synergy Client application, you first have to select the job or folder that you want to share with your Collaborators. You can then create a Collaborator or choose an existing user and give them access to the selected entity.

1. Do one of the following:
  - Right-click the folder you want to create Collaborators for and select the **Edit folder** option. The **Edit Folder** window is displayed.
  - Right-click the job you want to create Collaborators for and select the **Edit** option. The **Edit job** window is displayed.
2. Click the **Permissions** tab **> Collaborators** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-f658umyn.png)
3. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-wlxkndtj.png) button.
4. Select the **New user** option. The **Create a Collaborator** window is displayed.
5. Follow the [steps for creating a Collaborator](/v1/docs/collaborators#123-steps-for-creating-a-collaborator) .

### 1.2.2. From the 12d Synergy Administration Application

You must be a 12d Synergy Administrator to perform the following procedure.

When you create a Collaborator from the **12d Synergy Administration** application, you have to create a collaborator user first and then select the required job or folder to give access to the newly created collaborator.

1. Click the **Users** tab **> Create** tab **> Collaborators** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-h0kdc1hn.jpg)
2. Follow the [steps for creating a Collaborator](/v1/docs/collaborators#123-steps-for-creating-a-collaborator).
3. Click the **Users** tab **> Find**tab.
4. Select the **Collaborators**checkbox and ensure that the **Standard Users** checkbox is cleared. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-of9q2z0l(1).png)
5. Enter the search parameters for the created user and click the **Find** button. The **Edit Users window** is displayed.
6. Select the required **Collaborator**and click the **Edit** button. The **Edit a User** window is displayed.
7. Click the **Entity Access** tab.
8. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-o81qrpgm.png) button. The **12d Synergy window** is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-rebpq1qq.png)

Collaborators can be given access at a job or folder level.

  - Granting a collaborator access at a folder level will allow them to access data only at that folder level or below, as per usual 12d Synergy permissions. This applies even if you do not give them explicit job access.
  - Granting a collaborator access at the job (if permissions are inherited) level may provide them with broad access to the entire job and should be approached with care.
9. Do one of the following:
  - **To provide access to a job**, do the following:
    1. Click the **Select a Job** option. The **Find a Job** window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-ejy8w578.png)
    2. Search for the required job and click the **Find** button.
    3. Select the required job and click the **Open** button. The selected job is displayed in the **Edit a User** window > **Entity Access** tab **> Job**section.
  - **To provide access to a folder**, do the following:
    1. Click the **Select a Folder** option. The **Find a Job** window is displayed.
    2. Search for the required job and click the **Find** button.
    3. Select the required job and click the **Open** button. The **Select a Folder** window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-1y0f2hd6.png)
    4. Browse for the required folder in the job tree structure and click the **Select** button. The selected folder is displayed in the **Edit a User window > Entity Access tab > Folder section**.

      - When you grant a collaborator access to a folder, they can only access data in that folder and its subfolders (if permissions are inherited). This applies even if you do not give them explicit job access.
      - If a **Collaborator is given access to a folder without giving access to its parent job**, then the collaborator will receive an invitation email stating that he/she have been granted access to the job. However, on accessing that job using the link in the invite email, only the folder(s) for which the collaborator has been given access is/are accessible.
      - If a **Collaborator is given access to a subfolder without giving access to its parent folder**, then the following message is displayed in the **12d Synergy Administration**application. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-bhbz0uzc.png) Click the **Yes** button to give access to the parent folder so that the collaborator can view the subfolder.
      - If a collaborator is denied access to a folder, then its subfolders are also denied access. Similarly, if a collaborator is denied access to a job, then their folders (and subfolders) are also denied access.
      - It is a very good practice to [evaluate the permissions](https://help.12dsynergy.com/docs/v5collaborators#13-how-to-evaluate-a-collaborators-access-rights) assigned to the collaborator (or any user) to ensure that you have applied the permissions as per your requirement. However, please be aware that a collaborator can only have read access to the data.
10. Click the **Save**button.

An alternative way to create a new user in the **12d Synergy Administration**application is to first select a job that has to be shared with Collaborators, and then create a Collaborator with read-only access. You can do this by following the steps outlined below.

1. Click the **Jobs** tab **> Find**tab.
2. Search for the required job and click the **Find** button. The **Edit Jobs** window is displayed.
3. Click the **Edit** button. The **Job Tree** window is displayed.
4. Click the **Permissions**tab**> Collaborators** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-s9ctvi2m.png)
5. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-tmo3nuut.png) button.
6. Select the **New user** option. The **Create a Collaborator** window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-7mtcim1f.jpg)
7. Follow the [steps for creating a Collaborator](/v1/docs/collaborators#123-steps-for-creating-a-collaborator).

### 1.2.3. Steps for Creating a Collaborator

1. While creating a collaborator, enter the following details:
  1. **First Name**– First name of the Collaborator
  2. **Last Name**– Last name of the Collaborator
  3. **E**-**mail**– Email address of the Collaborator
2. Do one of the following to create the login credentials for the Collaborator:
  - **To apply Windows authentication for the user**, do the following:
    1. Select the **Use Window Login** option.
    2. Enter the user identification number used to access Windows in the **Windows identity** box.
  - **To apply Custom authentication for the user**, do the following:
    1. Select the **Custom Login** option.
    2. Enter the custom login credentials in the **Login** box.
  - **To apply Single Sign-On authentication for the user**, do the following:
    1. Select the **Single Sign On**option.

If you select the**Single Sign On** option, all two-factor authentication details are disabled.
    2. Enter your single sign-on login email address in the **SSO Identity**box.
    3. Select your SSO Provider from the **SSO Provider**list.

      - To create a Collaborator from an existing contact, select the **Create from existing contact**checkbox and find the required contact from the **Find a Contact** window.
      - You can update the [contact attributes](https://help.12dsynergy.com/docs/v5attributes#137-contact-attributes) that apply to all users in the **Attributes** tab.
      - If you want to enforce two-factor authentication on the Collaborator login, you can select the required mode of authentication from the **Two Factor Authentication** tab.
3. Click the **Save** button.

## 1.3. How to Evaluate a Collaborator's Access Rights

1. Do one of the following:
  - In the **12d Synergy Administration** application, select the **Jobs**tab **> Find**tab to find the job in which you want to apply permissions, and then click the **Edit** button in the **Edit Jobs** window. The **Job Tree** window is displayed.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/jobtree.bmp)
  - In the **12d Synergy Client**application, right-click the required job/folder and select the **Edit** option. The **Edit a Job: <*job name*>**or **Edit a folder:<*folder name>***window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-k8rf2ot7.png)
2. Select the **Collaborators**tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-eytz3vcw.png)
3. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-ehzqbq6q.png) button. The following two options are displayed.
  - **New user**- You can [create a new collaborator](/v1/docs/collaborators#123-steps-for-creating-a-collaborator).
  - **Existing user**- You can search for an existing collaborator.
4. Select one of the above two options and add the new or existing collaborator to the **Collaborators**tab in the**Job Tree**window.
5. Click the **Save**button.
6. Select the **Permissions**tab.
7. Click the **Evaluate**button. The **Find a User**window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-4ltnzo8v.png)
8. Select the **Collaborators**checkbox.
9. Click the **Find**button. Collaborators, if any, are displayed in the **Search Results**window.
10. Select the required collaborator and click the **Select**button. The **Evaluate Permissions** window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-ojnk2aba.png) All default permissions for a Collaborator are displayed. You can click the **Explain**button if you wish to see an explanation of all the listed permissions.

## 1.4. How to Complete Collaborator Registration

1. Once the Collaborator is created, the following onboarding email is sent to the Collaborator. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/image(48).png)

> [!NOTE]
> Your Administrator can customise this email from the **12d Synergy Administration application > Emails tab > Outgoing Templates tab**.
2. As a collaborator, click the **GET STARTED** link in the email.
3. The following window is displayed.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-1f79ysze.jpg)
4. Enter the email address from the email in the **Confirm email** field.
5. Create a password and enter it in the **Enter password** and **Confirm password**fields.

If you have opted for the [**Single Sign On** authentication mode](https://help.12dsynergy.com/docs/v5userauthentication) to log in to 12d Synergy, the password fields are not displayed in the above window.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-krjl9uci.jpg)
6. Enter the other details in this form in their respective boxes.
7. Select the **I would like to …** checkbox to opt to receive emails from 12d Synergy about their trainings and other updates.
8. Click the **Accept** button. The **Onboarding successful** message is displayed.

## 1.5. How to Log in as a Collaborator

1. When a Collaborator is provided access to a job, the following email is sent. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-jtphhul0.png)

Your Administrator can customise this email from the **12d Synergy Administration application > Emails tab > Outgoing Templates tab**.
2. As a collaborator, click the **CLICK HERE** link in the email.
3. The **12d Synergy Web App**login page is displayed.
4. Do one of the following (step a or step b):
  1. If you have opted for the [**Windows login**or **Custom login**authentication](https://help.12dsynergy.com/docs/v5userauthentication) mode to log in to 12d Synergy, then enter your username mentioned in the [onboarding email](/v1/docs/collaborators#14-how-to-complete-collaborator-registration) in the **Username** field, the [password created at the time of onboarding the Collaborator](/v1/docs/collaborators#14-how-to-complete-collaborator-registration) in the **Password** field and click the **Sign in**button.

    - You can change your username to a login ID in the [**Create a Collaborator**](https://help.12dsynergy.com/docs/v5collaborators#123-steps-for-creating-a-collaborator)****window.
    - [**Windows** and **Custom**authentication](https://help.12dsynergy.com/docs/v5userauthentication) users may have a second level of authentication in the login process. Your 12d Synergy Administrator configures this authentication, which occurs either via email or on a secondary device. You can read more about two-factor authentication [here](https://help.12dsynergy.com/docs/two-factorauthenticationfor12dsynergyusers-1doc).

The username and password are verified, and you are logged in to the 12d Synergy Web App.
  2. If you have opted for the [**Single Sign On**authentication mode](/v1/docs/userauthenticationmethods) to log in to the 12d Synergy Mobile app, enter your Single Sign On email address in the **Username**field and click the **Next**button in the following window. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-umbk5oi8.jpg) Please refer to the [Login procedure mentioned here](https://help.12dsynergy.com/docs/v5logginginusingssoauthentication). The Web App home page is displayed. You can view only the job for which you have been given permissions to access.

When you provide a Collaborator with read-only access to a job, you should review their permissions at every level of the job to ensure they are given access only to the required folders. It is recommended that you [evaluate the Collaborator's permissions](https://help.12dsynergy.com/docs/v5collaborators#13-how-to-evaluate-a-collaborators-access-rights)to review their access rights to all entities.

## 1.6. How to Revoke the Access of a Collaborator

You can revoke a Collaborator’s access instantly or at a future date and time. You can do it from both the **12d Synergy Administration** application and the **12d Synergy Client**application.

### 1.6.1. From the 12d Synergy Administration Application

#### 1.6.1.1. How to Revoke the Entire Access of a Collaborator at a Job level

1. Click the **Jobs** tab **> Find**tab.
2. Search for the required job and click the **Find** button. The **Edit Jobs** window is displayed.
3. Click the **Edit** button. The **Job Tree** window is displayed.
4. Click the **Permissions**tab**> Collaborators** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-44fb6556.png)
5. In the required user’s row, do one of the following:
  - Select the **Deny?** checkbox to revoke access instantly.
  - Select a date and time in the **Expiry** column to revoke access on that date at the selected time. The Collaborator’s access is accordingly revoked.

#### 1.6.1.2. How to Revoke Collaborator's Access to Specific Folders or Jobs

1. Click the **Users** tab **> Find**tab.
2. Search for the required user (Collaborator) and click the **Find** button. The **Edit Users** window is displayed.
3. Select the required user (Collaborator) and click the **Edit** button. The **Edit a User**window is displayed.
4. Select the **Entity Access**tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-57uoft2k.png) All the jobs and folders for which the selected user (Collaborator) has access are displayed in this tab.

If a folder or job has [inherited permissions](https://help.12dsynergy.com/docs/permissionsdoc#14-permissions-inheritance) from its parent entity, then they are not displayed in the **Entity Access** tab.
5. In the required user’s row, do one of the following:
  - Select the **Deny?** checkbox to revoke access instantly.
  - Click the **Expiry** column and select a date and time to revoke access on that date at the selected time. The Collaborator’s access to the selected job(s) is accordingly revoked.

### 1.6.2. From the 12d Synergy Client Application

1. Do one of the following:
  - Right-click the folder for which you want to create Collaborators and select the **Edit folder** option. The **Edit Folder** window is displayed.
  - Right-click the job for which you want to create Collaborators and select the **Edit** option. The **Edit job** window is displayed.
2. Click the **Permissions** tab **> Collaborators** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-rc7qocgv.png)
3. In the required user’s row, do one of the following:
  - Select the **Deny?** checkbox to revoke access instantly.
  - Click the **Expiry** column and select a date and time to revoke access on the selected date at the selected time. The Collaborator’s access is accordingly revoked.

## 1.7. How to Lock / Unlock a Collaborator

Sometimes you might want to temporarily lock a collaborator for a brief period and unlock them later. This means that when locked, the collaborator will not have access to any of the 12d Synergy applications.

If a collaborator enters the wrong password three times while trying to log in, then the collaborator's account is automatically locked. You, the System Administrator, will have to unlock the account using this procedure.

1. In the 12d Synergy Administration application, click the **Users** tab **> Find**tab.
2. Select the **Collaborators**checkbox and ensure that the **Standard Users** checkbox is cleared. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-3tjb0yoy.png)
3. Enter the search parameters for the created user and click the **Find** button. The **Edit Users window** is displayed.
4. Select the required **Collaborator**and click the **Edit** button. The **Edit a User** window is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-0si8wo9i.png)
5. Click the **Lock** button. The following message is displayed. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-821ibf18.png)

The **Lock** button is a toggle button and when a user is locked, it is displayed as the **Unlock**button. So to unlock a user, click the **Unlock** button.
6. Click the **Yes** button.

The collaborator is locked, and a confirmation message is displayed. The status of the user is displayed as follows.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/v5collaborators.doc-image-iw08eiil.png)