How to Share Documents and Collaborate with Your Team in Hoicko

Why Document Collaboration Matters

In today's fast-paced business environment, teams cannot afford to work in silos. Whether your team is co-located in Udaipur or distributed across cities like Delhi, Bangalore, and Hyderabad, effective document collaboration ensures everyone is aligned, informed, and working from the same source of truth. Hoicko DOC is built specifically to make this easy.

How to Share a Document in Hoicko

Sharing documents within your Hoicko workspace is straightforward:

Method 1: Share Within Your Workspace

1. Open the document page you want to share.
2. Ensure the relevant team members are already added to your Workspace.
3. All workspace members with appropriate access can view and edit documents by default.
4. To restrict access, go to Book Settings and adjust permissions for individual members or roles.

Method 2: Share via Direct Link

1. Open the document page you want to share.
2. Copy the URL from your browser's address bar.
3. Share the URL with the intended recipient via email, chat, or any communication tool.
4. The recipient must be a workspace member to access the document.

Method 3: Invite New Members to the Workspace

1. Go to Workspace Settings > Members.
2. Click "Invite Member" and enter the person's email address.
3. Assign them an appropriate role (Admin, Member, or Guest).
4. Once they accept the invitation, they can access shared documents.

Managing Document Access Permissions

Hoicko gives you control over who can do what with your documents:

• Admin: Full access — can create, edit, delete, and manage all documents and settings.
• Member: Can create and edit documents, but may not have access to administrative settings.
• Guest: View-only or limited edit access — ideal for external collaborators or clients.

You can configure permissions at the Book level (applying to all pages in that book) or at the individual page level for more granular control.

Commenting and Collaborating on Documents

Hoicko supports team collaboration directly within documents:

• Comments: Team members can leave comments on document pages to ask questions, provide feedback, or flag issues.
• Changelog: Use the "Set Changelog" feature to log what changes were made and why, keeping a clear audit trail.
• Notifications: Team members receive notifications when documents they follow are updated.
• Version History: Track changes to documents over time using the changelog entries.

Organising Shared Documents for Teams

Best practices for organising documents that multiple people use:

• Create a dedicated Book for each team or department (e.g., "HR Documents", "Sales Playbook", "Engineering Docs").
• Use Chapters to group related documents within each book.
• Establish a clear naming convention for all pages so anyone can find content quickly.
• Add Tags to pages to enable filtering and cross-referencing across books.
• Mark critical documents as Favourites for quick access.

Use Cases for Document Collaboration in Hoicko

• Remote Teams: Distributed teams across India use Hoicko DOC as a single source of truth for policies, processes, and project briefs.
• Client Projects: Agencies share project scope documents, proposals, and status updates with clients.
• HR Departments: HR teams collaborate on employee handbooks, onboarding materials, and policy updates.
• Product Teams: Product managers and developers collaborate on feature specs, release notes, and roadmaps.
• Educational Institutions: Instructors share course materials, lesson plans, and study guides with students.

Tips for Effective Document Collaboration

• Assign a document owner who is responsible for keeping each document updated.
• Establish a review cycle — set reminders to review key documents every quarter.
• Use the search function to quickly find documents instead of scrolling through books.
• Communicate major document changes to your team via workspace notifications or chat.

Need Help with Document Sharing?

• Email: Hello@hoicko.ai
• Phone: +91-9928122460
• Chat: Available on help.hoicko.ai