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Partner relationship between accounts
Introduction to Partner accounts
 
Partner relationships can be set up between your organization and an organization that you collaborate with using ProofHQ. The partner organization must have their own ProofHQ account and, for example, could be one of the following:
  • Another division of your own organization
  • Your client
  • Your supplier
Setting up a partner relationship between your account and a partner organization will allow you to:
  • Share proofs, files and whole folders easily with your partners.
  • Share contact details held within each account. When your partner adds a new user to their account, that new user will automatically appear in your contacts page as a member. Similarly, when you add a new user to your account, that new user will appear in your partner's contacts page as a member. NOTE They will show as a member, not a user.
The partner relationship is established between two organizations (rather than between two users) and both organizations must have a ProofHQ account.

Only users with Administrator or Billing Administrator profiles will be able to send and accept/reject a partner invitation, as access to Account settings is required (see Profiles and permissions).

Setting up a new partner relationship - sending an invitation
Setting_up_a_partner_1.png
  • Type in the email address of a user within your partner organization (3) and click Send (4)*
Setting_up_a_partner_2.png
  • The invitation details will appear in the account of the organization you want to partner. The status will be shown as Sent - Awaiting Approval (5)

Setting_up_a_partner_3.png

  • That organization will receive the email with a link to the Partners tab in their Account settings
  • Your partner organization will then need to either accept (6) or reject (7) the invitation**
setting_up_a_partner_4.png
  • They can also delete the request without accepting or rejecting it, to do so they would need to:
    • Click on the actions dropdown menu (8)
    • Select Delete (9)

setting_up_a_partner_5.png

  • If the invitation is accepted, a relationship between you and your partner will then be formed

setting_up_a_partner_6.png
* Only users with admin rights can send an invitation (see Profiles and permissions)

** Any user with admin rights can accept/reject the invitation, it does not need to be the user whose email address was used to send the invitation (see Profiles and permissions)

Setting up a new partner relationship - accepting a partner request

To accept a partner request, go to the Partners tab in Account settings and

  • Click on the Accept button (1)
  • Alternatively, click on the dropdown arrow (2) and select Accept from the menu (3)
Accepting_a_request.png

NOTE Any user with the profile of Administrator or Billing Administrator can accept a partner request. Once the partner request is accepted, the partner relationship will be shown in both accounts in the Partners tab in Account settings.


Setting up a new partner relationship - rejecting a partner request

An organization can also choose to Reject and ignore a partner request.

To reject and invitation, go to the Partners tab in the Account settings and:

  • Click on the Reject and ignore button (1)
  • Alternatively click on the dropdown arrow (2) and select Reject and ignore from the menu (3)
Rejecting_a_request.png

NOTE Any user with the profile of Administrator or Billing Administrator can reject a partner request.

If the recipient organization chooses to Reject and ignore an invitation, this means that:

  • The status of the invitation will show as Rejected (4) in both the recipient's account and the sender's account

Rejected_status.png

  • The sender will not be able to send another invitation to this person (unless the recipient deletes the relationship altogether and the sender then does the same)
  • The sender will receive the below email notification: Rejected_email.png

Should the recipient of the request subsequently decide to accept the request, this can be done in the Partners tab in Account settings as described in the Setting up a new partner relationship - accepting a partner request section above.
Setting up a new partner relationship - deleting a partner request

If the sender organization deletes an invitation, this means that:

  • The invitation will no longer be shown in either the sender's account or the recipient's account
  • A new invitation can be sent between the parties

If the recipient organization deletes an invitation, this means that:

  • The invitation will no longer be shown in the recipient's account
  • The relationship will appear in the sender's account with a status of rejected
  • If the sender deletes this rejected relationship, they will then be able to send another invitation to this recipient

To delete a partner request in the Partners tab in Account settings:

  • Click on the dropdown menu (1)
  • Select Delete (2)

 Deleting_a_request.png
NOTE Any user with the profile of Administrator or Billing Administrator can delete a partner request.


Deleting a Partner

If the sender organization deletes a partner, this means that:

  • The partner will no longer appear in either the sender's account or the recipient's account
  • A new invitation can be sent between the parties

If the recipient organization deletes a partner, this means that:

  • The partner will no longer appear in the recipient's account
  • The partner will appear in the sender's account with a status of Rejected
  • If the sender deletes this rejected relationship, they will then be able to send another invitation to this recipient

To delete a partner in the Partners tab in Account settings:

  • Click on the dropdown available to the right of the partner (1)
  • Select Delete from the menu (2)

 Deleting_a_request.png