External user

External users (or stakeholders) are people or organizations that are directly or indirectly involved in the process of creation, reviewing and approval of design documents, but who are not MoonDesk registered users. The platform offers several functionalities for interacting with these users without the need for them to be registered.

Functionalities available to external users

1. Reviewing documents:

   • External users can review documents that have been sent to them for reviewing. This process doesn't require for them to have a MoonDesk account.

2. Downloading documents:

   • External users can download documents that have been shared with them or through the platform.

Sending documents for review to an external user

In order to send a document for review to an external user, follow these steps:

1. Accessing tasks creation:

   • Log in MoonDesk's web app

   • Navigate to the Tasks section from the main menu.

2. Creating a new task:

   • Click on the +New Task button.

3. Selecting the type of task:

   • In the window that pops up, choose Review request, and click on Start.

4. Filling in the task's details:

   • Input a name and a brief description for the task (60 characters maximum).

   • Set the task's deadline.

5. Assigning roles:

   • Define the roles for the task:

     • Creator

     • Owner

     • Assignee

     • Reviewer: Here is where you can add an external user.

6. Adding a new external reviewer:

• In the Reviewer field, select the option to add a new reviewer.

• Input the external user's e-mail address.

1. Attaching documents:

• You can attach one or more existing documents in order for the external user to review them.

1. Saving and sending the task:

• Click on the Save button. The external user will receive a notification by e-mail with a link for reviewing the documents.

Screenshot where it is shown where stakeholders or external users can be added for a review.

The users will receive a notification in their e-mail with a link for accessing a reviewing screen. From this screen, they will be able to:

• See the Task:

  • They will see the task, and the associated documents in need of reviewing.

• Review the Document:

  • They will be able each document, and will have two options:

    • Approve: If the document fulfills the requirements and doesn't need changes.

    • Request a Change: If the document requires modifications. The external user will be able to add comments on the needed changes.

Screenshot of the reviewing view for an external user.

Screenshot of a document's view for approving or requesting a change.

Sending documents for downloading

Sending documents to external users is a key functionality in MoonDesk, which allows the users to share files in a simple and efficient way. Here, we show you how to do it.

Steps for sending a document to an external user

1. Selecting the documents to be shared:

   • Navigate towards the Search tab in MoonDesk's web app.

   • Look for and select the document that you wish to share using the tick box to the left of the document's thumbnail.

2. Sharing documents:

   • Click on the Share icon.

   • Choose the type of format in which you wish to share the document: Illustrator, outlines, PDF, JPG, PNG, etc. You can also include its fonts and links if needed.

3. Send from MoonDesk web:

   • Click on MoonDesk Web and then on Share.

   • The document will be available in the selected formats for their sending from the web.

4. Notification to the external user:

   • The external users will receive a notification in their e-mail with a link for accessing a download page.

   • From this page, the users will be able to see a list with the documents, a detail of them; and they will have the option of downloading the attached files.

Managing shared documents:

1. Managing shared links:

   • Sharing links can be managed from the Shared section in MoonDesk's main menu.

   • From here, you can enable or disable sharing links according to need.

2. Additional questions:

   • Para obtener más información sobre cómo administrar documentos compartidos, visita la sección Compartidos en el manual de usuario de MoonDesk.

Important notes:

• Documents approval:

  • If you share or download a document that has not yet been approved (draft status), the platform will warn you about this before going on with the sending.

• Available file formats:

  • File formats availability (.JPG, .PNG, .PDF) for sharing depends of the selected formats upon saving a document in Adobe Illustrator. Please make sure that the desired formats are included in MoonDesk in order to guarantee all downloading and sharing options.

Screenshot of the documents download section for an external user or stakeholder.

For more information on how to share documents and manage sharing links, you can check the Shared section in MoonDesk's main menu, or visit the following link:

Shared