Using DeskNow you can share contacts with other users very easily. This is useful, for instance, to keep track of all the external partners of your company, customers, etc.
By sharing contacts with others, you save time and energy, because:
only one person (possibly an assistant) needs to type the contacts, instead of everyone
since there is only one copy of the contact, it is easier to keep contacts up to date. When a customer informs you that his/her phone number has changed and you update the contact, every employee will automatically see the updated contact
Using DeskNow you can share entire contact folders with other users, so that you and they can access all the contacts in the folder, create new contacts, create new folders, and so on.
Shared folders are displayed using the share icon:
Tip: DeskNow provides automatically a company directory, which lists the contact details of all the users of DeskNow in your organization.
You can share a contact folder with every user, or you can make it accessible only to some users (either by specifying their username, or by setting a password for the folder). You can also make the folder read-only so that users can view its content, but cannot create, delete, move contacts, or create new subfolders.
To share a contact folder:
open the contact folder
click on Folder / Properties & sharing
click on New share
select a name for the share; this can be the same name as the contact folder, or something that can be more meaningful to the other users; other users will know the contact folder by its share name
click the Next button
check what users / communities/ user groups you want to grant the read , write , create and delete permissions to. You can also use the Quick add button to grant multiple permissions faster.
note that no matter what other permissions they have, users that do not have read permission will never be able to perform any other operation
if you enable access with a Password , every user that knows the password that you choose will be able to create a link to your contact folder
When finished, click on Ok to create the share
Tip: only the administrator of your domain can create user groups. Contact the administrator if you believe a new user group would be useful
Unless you are the DeskNow Administrator, the share that you create will not automatically appear as a new folder in other users' account. This is because maybe they do not want to access your share.
If other users want to access your share, and they are authorized to, they need to create a link to that share. See accessing shared contact folders.
For the Administrator: when you share a folder to all the users of your domain, all users will automatically see the folder, without having to create the link. This is the preferred way to create a company-wide shared folder. If you share a folder to selected users/communities, the selected users will automatically see the folder. In any case, users will need to re-login or click Reload on their menu to see the new folder. When installed, DeskNow automatically creates a folder called Group contacts shared to all users, with write permissions (you can change or delete it). The [User directory] is shared as well, but with only read permission (users can only edit their personal contact details).
If you are the manager of a community and explicitly share a folder to users of your community (or your entire community), the selected users will automatically see the shared folder.
From the Properties & sharing page of the shared folder, click on the name of the share that you want to edit.
From the Properties & sharing page of the shared folder, click on the Delete link next to the share that you want to remove.