Sharing an Order gives another organisation access to it, so they can see its details, compliance, products, Locations and participants. When you share, everything on the Order is included by default, and you can switch off any part you do not want that organisation to see, or change it later. You share from the Order's Sharing tab.
See who the Order is shared with
The Sharing tab lists each organisation the Order is shared with. For each one it shows:
what they can see, for example Everything;
who shared it and when;
whether they have opened it yet, for example Not opened yet;
who was notified, for example Nobody notified.
If the Order has not been shared, the tab shows Not shared with anyone yet and a Share this order button.
Share the Order
To share an Order:
Open the Order and select the Sharing tab.
Click Share this order, or Share with another participant if it is already shared with someone. The Share order panel opens.
Check Share with. It starts with the Order's counterparty; change it if you are sharing with a different organisation.
Optionally, in Notify people, search your contacts for that organisation or type an email address, to tell someone the Order has been shared.
Review What <organisation> will see and switch off anything you do not want to share (see below).
Click Share.
You can also share from the Compliance tab: after you generate a report, click Share next to Share with the other participant on the report card. This opens the same Share order panel, but Share with starts empty, so choose the organisation yourself.
Note: Email addresses you add in Notify people are saved as contacts for that organisation, so you can pick them next time. People who do not have an OriginsNext account yet are added too: the OriginsNext support team helps them onboard, and they can open the Order once their account is set up.
Choose what each organisation can see
In the Share order panel, each part of the Order starts as Everything. Open a section to untick the items you do not want to share:
Section | What it covers |
Order overview | The order number, dates, status and the parties on it. This is always shared. |
Compliance | The list of requirement names, the traceability requirement, and each evidence requirement. You can switch off individual supporting requirements inside a report. |
Products | The products allocated to the Order, with access to their details, journeys and overview. |
Locations | The Locations list, map and supply chain flow. |
Participants | Ownership history, custody chain (without transport), full chain of custody and the network view. |
Sharing Products lets the organisation see the journeys behind those products, but only as far as you can see them yourself. Sharing cannot give access to anything you do not have access to.
For which events an organisation can see, see Why can't I see all the Events in a Product's journey?
Change access, notify again or check if it was viewed
Each organisation on the Sharing tab has its own controls:
Edit access: change what that organisation can see.
Notify: send a notification to people at that organisation, including people you have notified before.
Opened: the entry shows Not opened yet until someone at that organisation opens the Order.
Edit access opens a panel with Sharing with (the organisation), Notify people and the same What <organisation> will see sections as the Share order panel. Change your choices and click Save access, or click Cancel to keep things as they are. Saving replaces that organisation's current access with your new choices.
Sharing actions are also recorded on the Order's History tab, for example Order shared.
Important: You share with an organisation, not an individual person, and only with an organisation you have a relationship with. Only users with edit rights on your organisation's Orders can share. An Order can be shared with each organisation once; use Edit access to change what they see.