This guide covers:
- functionalities unique to the Document Owner role
- importing existing documents and creating new ones
- best practices for creating sections and subsections
- setting permissions—who has access to what
- communicating with collaborators inside Wdesk
Document Owner Role
The person who creates a Wdesk file is given the role of Document Owner by default. This comes with certain privileges other roles (Editor and Viewer) don't have. For example, Document Owners can:
- add other Wdesk users to the document, and set their level of permission
- turn on track changes, as well as accept or reject changes
- turn on outline labels
We'll say more about these capabilities in the sections below, in the context of the usual workflow.
Importing documents and files
For most users, new documents begin with something old—a previous SEC filing, last quarter's report, or a previous Wdesk document that needs to be updated for the current period. Regardless of what you're starting with, Wdesk has a range of
options that will have you up and running in minutes.
To import something or to start a document from scratch, head to the Create menu in Wdesk Home, or the File menu in the main editing window.
If you're not sure whether to start from scratch or update a previous file, here are a few quick tips to help you decide:
If there's a previous document available, it's almost always easier to import and update something you've used before rather than start from scratch.
If you'd like to make a copy of a previous document or project—with permissions intact—contact your Account Administrator or go to the Admin panel if you're an Account Administrator yourself. You'll want to do a Document or Project
Copy from the admin panel, which you can read more about in the Account Administrator guide.
The option to import a Document or Project refers to a previous Wdesk Document or Project. Exporting Wdesk files and then importing them again is another way to make a copy. Copying via this method is not limited to Account Administrator
licenses, but permissions will need to be re-set.
When importing .docx and .pptx, you may need to make a few formatting tweaks after the import—mostly to do with spacing, images, or fonts.
If this is your first SEC filing in Wdesk (or the first of a certain form type), it's best to import your previous filing directly from the SEC. If you have a previous Wdesk Document or Project related to that filing, it's probably easiest
to export/import your Wdesk files.
Once you've selected what you'd like to do—whether you're starting with something you've used before or starting with a clean slate—a few quick system prompts will guide you through the rest of the process. If you've imported a file,
be sure to go to Document Properties to rename it.
Once your document is imported or created, the next step is to break it into sections (if that hasn't been done already).
As discussed in the Working in a Document Guide, the more sections you have, the more people you can have working in your document at once. Each section can be controlled by one person
at at time to make sure there's always one definite version.
Having multiple sections also helps with permissions since you can grant access and editing capabilities at the section or subsection level.
Use the buttons in the Document Outline toolbar to create and move sections.
To help you keep track of what state each section is in, or who it's assigned to, enable the Workflow labels by clicking on the circle in the top left of the Document Outline toolbar. Once enabled, you can customize what each label
means, add new labels, and apply them to each section to help you keep track of progress.
Once you've got your document divided into sections, the next step is to add collaborators and give them the appropriate permissions.
Whether you're adding a new collaborator or editing permissions for collaborators you've already added, there are two main ways of doing this.
The first place you can manage permissions is the Properties dropdown menu in the File toolbar. From here, you can select Document Properties or Section Properties, depending on the level of permission you'd like to set. Both will open
a pop-up with a Permissions tab.
Both the Advanced Permissions and Edit Permissions buttons will allow you to add collaborators or change current permissions, but Advanced Permissions gives a grid-like view that makes granular changes easy.
You can also manage section permissions by right-clicking on the section title in the Document Outline.
To be able to manage permissions when you're out of the office, download Wdesk Mobile. With just a few taps, you can update permissions in seconds.
To notify collaborators sections are ready or there's something for them to work on, it's easy to send a directed comment or a task.
Check out the following Help articles for more detailed instruction on each topic: