Invite Your First Documentation Collaborators

Invite writers, engineers, reviewers, and stakeholders so they can contribute to your project’s documentation work. Collaboration helps your documentation stay accurate as the project evolves.

Overview

Atloria organizes documentation around projects. Before you invite anyone, open the project where the team will work. From the Projects area, you can locate a project, open its dashboard, and manage the people who need access to its documentation.

Invite collaborators when you are ready to share responsibility for documenting the product. For example, writers can create and refine documentation, engineers can verify technical details, reviewers can check proposed changes, and stakeholders can confirm that published information meets business needs.

Each invitation is intended for a specific person. The recipient receives an invitation link and uses it to join the project. Until the recipient accepts, plan your work as though the invitation is still pending.

📷 Screenshot pending: The project collaboration area showing where you invite a new documentation collaborator.

Prerequisites

Before you start, make sure that you have:

Access to Atloria.
Access to the project where you want collaborators to work.
Permission to manage project members or send invitations.
The email addresses of the writers, engineers, reviewers, or stakeholders you want to invite.
A clear understanding of the access each person needs before you send the invitation.
An active project listed in Projects.

Step-by-Step Instructions

Open Projects.
Use Search projects... to find the project you want to share.
Select the project from the search results.
Click Open Project Dashboard.
Open the project’s collaboration or member-management area.
Select the option to invite a collaborator.
Enter the collaborator’s email address in the invitation form.
Select the appropriate project access level for the collaborator.
Review the email address before sending the invitation.
Send the invitation.
Repeat the invitation process for each additional writer, engineer, reviewer, or stakeholder.
Ask each recipient to open the invitation link they receive.
Confirm that each recipient has joined the project before assigning them documentation work.

📷 Screenshot pending: The invitation form with an email field, access selection, and the control used to send an invitation.

Tips and Best Practices

Invite people to the specific project where they need to contribute. If you work with multiple projects, use Search across all projects... or Search projects... to make sure you open the correct one before sending invitations.
Match access to the person’s responsibilities. Give writers and engineers the ability to contribute only when they need to make changes. Give reviewers and stakeholders the level of access needed to review and provide feedback without granting unnecessary project-management access.
Use a work email address whenever possible. This helps recipients identify the invitation and reduces the chance that an invitation is missed or sent to an account they do not use for work.
Tell recipients what they are being invited to do. For example, let a reviewer know which documentation area or change they should review after joining.
Confirm membership before relying on someone to complete work. An invitation is not the same as an active collaborator until the recipient accepts it.
Keep project membership current. If someone no longer needs access, review the project’s member-management area and remove or adjust access as appropriate.
If you are starting a new initiative, you can return to Projects and select New Project or Create project before inviting the team. This keeps collaborators connected to the correct documentation workspace from the beginning.

Troubleshooting

You cannot find the project to invite people to

Return to Projects and use Search projects.... If you manage many workspaces, use Search across all projects... to broaden your search. Confirm that you selected the intended project before opening Open Project Dashboard.

You do not see an option to invite collaborators

You may not have permission to manage project members. Contact the project owner or an administrator and ask them to send the invitation or update your access.

A collaborator did not receive the invitation

Verify that you entered the correct email address. Ask the recipient to check their spam or junk folder, then send a new invitation if needed. Also ask the recipient to use the account associated with the email address that received the invitation.