Share a document with a provider or an authority

You can give an occupational health and safety, occupational medicine or occupational psychology provider, or a national or local authority, access to one of the documents you store in Management AZ. The party must be registered in Safety AZ. Their authorised accounts can then download a copy of that one document, until a day you choose or with no end date, and you can take the access back at any time.

Before you start

• The document must be stored under Documents, on the Stored documents tab. To add one, use Upload document there.
• You can share only with parties that are registered and active in Safety AZ. You cannot type an email address or share with a person outside a registered party.
• Access lets the recipient download a copy. It does not let them change the document or see your other files.
• Once a copy has been downloaded, you cannot take it back. Share only what the recipient needs.

Open the document's sharing page

1. In the menu, under Governance, select Documents. The Stored documents tab opens.

2. Find the document. Type its title or file name in Search stored documents, or choose a Platform section, then select Apply filters.

3. Select Share & access on the document. Its sharing page opens, with the document's title as the heading.

Grant access

1. In Recipient, open Choose a registered party and choose the party. The list groups them as Health & Safety, Occupational Medicine, Occupational Psychology, National authorities and Local authorities; a group with no registered party is not shown. A provider's registration number follows its name where it is recorded.

2. Optionally, in Last day of access, choose the last day the party can download the document: today or a later date. Access ends at midnight after that day, in the time zone named next to the field. Leave it empty for access with no expiry date.

3. Optionally, in Purpose or reference, say why you share it, for example an inspection reference. The recipient sees this text. It takes up to 500 characters.

4. Select Grant access.

The page confirms Access granted. The document is available in the recipient’s Shared with us inbox. The recipient finds the document under Shared with us on their own platform, with its title and file name, your organisation's name after Shared by, the last day of access, your purpose or reference and a Download button. Safety AZ does not email or text them about it, so let them know.

A party can hold one active access to a document at a time. To give the same document to several parties, grant access once for each.

See who has access

Who has access lists each access you granted, the most recent first: the party, its group and its state, the last day of access or No expiry date, and your purpose or reference. A document nobody has access to reads This document is private. No access has been granted.

Only an active access appears in the recipient's Shared with us. The last day of an access cannot be changed. To give more time, revoke the access and grant it again with a new date. To give access again after it expired or was revoked, grant it again.

Revoke access

1. Under Who has access, select Revoke access on the access you want to end.

The page confirms Access revoked. New download requests are blocked. The access then reads Revoked and leaves the recipient's Shared with us. The page asks for no confirmation, so check the party's name before you select the button.

Follow the activity history

Activity history records what happened to the document's access, the most recent first: Access granted, Access revoked and Download requested, each with the party, the date and time, and the account that did it. A download names the recipient's account that downloaded the copy. The history shows 20 entries a page.

Archived documents

When you Archive a document on the Stored documents tab, every access to it is suspended and reads Document unavailable. An archived document is marked Archived and cannot be shared. When you Restore it, an access that has not expired or been revoked works again.

If something goes wrong

• No active registered recipients are available to your organisation. No provider or authority is registered and active for you to choose, and Grant access is disabled.
• Some recipient lists are unavailable. They are excluded until they can be verified. One or more groups could not be read and are left out of the list. Select Retry next to the message.
• Choose today or a future date. The last day of access is in the past.
• Access already exists or these details changed. Reload and review who has access. The party already has active access to this document, or the page was out of date. Reload it and check Who has access.
• Restore this document before sharing it. The document is archived. Restore it first.
• Sharing could not be confirmed. Keep these details and retry. It is not known whether access was granted. Keep the page as it is and select Grant access again: the same grant is not made twice.
• Revocation could not be confirmed. Review the current status and retry. Reload the page, check the state under Who has access and revoke again if it is still Active.
• Document access details could not be loaded. Retry before relying on this list. The sharing details could not be read. Do not rely on the page until it loads.

To answer an employee who asks about their own data, see Answer an employee's data request.