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Collaborator Portal documents

Only certain document types appear in the Collaborator Portal, and whether or not they appear for a user depends on the user's assigned role and permissions. Additionally, configurations must be made to certain custom metadata types in your Salesforce instance to drive how users can interact with the documents. As part of that process, you need to determine what types of documents will be supported. The following sections below define the different document types as well as explain how users can open and download documents to view them through the Collaborator Portal.

Document types​

Publication documents​

A publication document is any document type or subtype that has a related document collaborator. The Document Collaborator table must be on the high-level Publication Document layout, such as on a manuscript or an abstract. These types of documents subsequently appear in the Collaborator Portal under either Active Publications and Inactive Publications in the My Publications tab. You can configure the types of document statuses that should be considered to be "active" publication documents using the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type. For more information, reference the Configure the active publication criteria section below.

To view all of the available active and inactive publications, Collaborator Portal users can toggle between a card view using the grid () icon and a tabular view via the table () icon. The card view is the default view and can show certain information about each publication in a more readable way. The tabular view lets users sort the list of publications with any of the available columns but may truncate some information to fit the table. For example, the status label may be truncated in the tabular view but not in the card view; users must hover over the status in the tabular view to read the entire label.

Package files​

Package files are a set of one or more files that relate to a single document version. For every publication document that appears in the Collaborator Portal, all of its package files will also appear as long as the Pubs API Version 2.00 (PP_Pubs_API_Version_2) Pubs API Version (mvn__PP_Pubs_API_Version__mdt) metadata record is active. Reference the Package files page for more information.

All package files for a publication document appear in the Related Documents subtab in the Collaborator Portal. Package files are listed above other supporting documents.

Supporting documents​

Supporting documents are any types of documents that are configured to be "supporting" for a publication document via the Supporting Document Type (mvn__PP_Support_Document_Type__mdt) custom metadata type. This gives you more flexibility and control over what you want to share with document collaborators. Reference the Configure supporting document types section below for more information.

All supporting documents for a publication document appear in the Related Documents subtab in the Collaborator Portal. Supporting documents are listed under package files.

Open and download documents​

If Microsoft 365 has been enabled for the Collaborator Portal, documents with files that meet the Microsoft 365 document requirements can be opened and viewed in Microsoft 365. To open a publication document in Microsoft 365, users can click the Open Pub button. To open any other related file in Microsoft 365, such as a package file or a supporting document, users can click the Open File button.

If Microsoft 365 has not been enabled for the Collaborator Portal or if an external document collaborator wants to view a document locally outside of Microsoft 365, users can download the desired files. To download a publication document, users can click the Pub button. To download a publication document with all of its package files, users can click the Pub & Package Files button. And, finally, to download any other related file, such as an individual package file or supporting document, users can click the File button.

If there is no file to be opened or downloaded or if Microsoft 365 is not enabled in the Collaborator Portal, then the corresponding button(s) will be disabled (i.e., greyed out). For instance, if Microsoft 365 is not enabled or if Microsoft 365 is enabled but the associated file does not meet the document requirements, then the button(s) to open the file in Microsoft 365 will be disabled. Similarly, if there is no file for the publication document, then all of the buttons to open or download the publication document will be disabled.

External documents and files from Google Drive​

If an integration with Google Drive through Salesforce's Files Connect service is configured, any external documents or files that are created in the Salesforce instance of will appear in the My Publications tab. However, Collaborator Portal users will only be able to view the documents' metadata and cannot open or view the actual files. Additionally, only the package files for the external documents can be downloaded; the document files themselves cannot be downloaded, and users who try to click the Pub and Pub & Package Files buttons will be thrown the following error message: "You do not have the level of access necessary to perform the operation you requested. Please contact the owner of the record or your administrator if access is necessary."

To enable Collaborator Portal users to open, download, and/or view the files, a snapshot of the external file must be created in the Salesforce org so that a local version of the file is created and stored in .

For more information about Files Connect and Google Drive files in Scientific Publications Cloud product, reference Files Connect.