Sharing Documents Across Sites within the same Server

If you are one of multiple locations within the same company that uses L2L, you now have the ability to share documents across sites, provided all of those sites are on the same server.

To get started, click into a document on your site. You'll now see a section called 'Share Documents'.

Click the 'edit' button at the bottom, and select the checkbox below 'Share Documents'. Save. Now, go back into the document and you'll see that 'Share Documents' is set to true.

Now that you've shared it with another site, let's go look at another site. 

You'll see there is a new Category under the Document Center tab for 'Shared Documents'. This is where the shared documents will live. Let's click into one. 

You'll notice that you can't edit any of the fields at the top (name, description, category, active). These fields are managed by the site that owns/created the document. However, you can change the options under 'Link this Document to' and 'Automatically attach to Dispatches'. All of your site information can be found under those drop downs, not the owner site information.

Shared Documents can be attached to Scheduled Events, Skills, Work Orders, Products, Product Orders, Build Sequences, the Lean Tools Modules, and Dispatches. When trying to add a document to these modules, you'll find it within the Document list labeled (shared) or under the header 'Shared Documents' at the bottom of the list.

Note: Documents cannot be shared if they have selections defined for 'Launch a Dispatch if values exceed the Reject Limits' or 'Launch a Dispatch on yes/no answers'. This is because sites often use different Dispatch Types or Reject Limits.

Note: Please also note that when you create documents, the numbering protocol is different than the previous numbering protocol for standalone sites. For example, if there is only one customer site on a single server, documents cannot be shared across sites on the same server because there is only one site. Conversely, if you enable cross site document sharing, the document numbering must change so that duplicate document numbers are not created. 

So, if you are in site ABC-123, and you are creating multiple documents in succession, your numbering may not be sequentially uninterrupted. Say you create three (3) Wash Station Documents. Since it is highly unlikely that you will publish all three documents at precisely the exact same moment in time, someone in a sister site may also publish a document in the midst of your document creation. Therefore, your documents may be numbered 123, 124, and 127. Documents 125 and 126 exist and reside in another sister site on the same server. 

Please note that Inactivated documents cannot be shared across sites by design. This is to prevent documents that are not the most current revision from being shared inadvertently. 

The 'Owner site' of a document controls that document. So, even if the Owner Site RE-activates a document so it can be shared, then shares it, then RE-Inactivates that document, it will no longer be accessible to other sites.