Collaboration Step in Streamline Workflow Builder

The Collaboration step in the Streamline workflow builder allows users to invite collaborators to review, comment on, and redline documents before they are finalized for signature. Whether you're collaborating internally on reports or externally on vendor contracts, this feature supports real-time collaboration and version control across your document workflow.

Who Has Access?

The Collaboration Step is part of the Intellistack Streamline CLM module, and available to customers who have purchased this module.

Using the Collaboration Step in the Builder

Add the Collaboration Step in your Workflow 

Note: The collaboration step cannot be configured if you have not setup a Document step. 

You’ll now see a new Collaboration step available in the builder. Once added, configure the step by completing the Details and Collaborators tabs as detailed below:

Details Tab

• Select a Document Step that feeds into the collaboration step.
  • If the selected step includes multiple documents, they will be automatically merged into a single file.
• Name the output document that will be sent later via email or an integration.
• Set an optional request expiration (in days), which limits how long the collaboration link remains valid.

Collaborators Tab

• Add a Document Owner (typically internal) and, if needed, an External Party Representative.
• Once the document is generated, the Document Owner will receive it first in Draft mode.

Collaboration Rules:

• You can add unlimited internal or external collaborators.
• Only the Document Owner and the External Party Rep can submit or cancel document versions.
• Other collaborators can comment and redline but cannot submit.
• The External Party will only receive the document after the Document Owner submits the initial version.

End User Experience

To initiate a session:

1. Click + New Session in Streamline.
2. The Document Owner receives the collaboration link via email when the step is initiated.
3. They can:
   • Review and comment
   • Invite new collaborators on the fly
   • Submit the draft for external review

Feature Limitations

Here are some current limitations to be aware of:

No Direct Link in Streamline

• Users must use the email notification to access the collaboration space — there’s no in-app link yet.

Notification Behavior

• Notifications (when used with Doc, Sign, and Collaboration steps) currently include all documents.
• Upcoming improvement: allow selection of specific documents for notifications.

No Internal vs. External Comment Separation

• Unlike some CLMs, there’s no way to mark comments as internal-only.
• Workaround: Users should delete internal comments before submitting to external parties.
  • Note: "Resolving" a comment does not delete it.

No Uploading of External Redlines

• If an external party edits the doc outside Streamline (e.g. via their own CLM), there's no way to upload the revised version back into the workflow (yet).