Collaborating on Assessments

1. Overview: What Collaboration Enables

Collaboration helps teams work together on assessments in a structured and controlled way.

With collaboration, you can:

• Invite external staekholders to complete questionnaires

• Allow teammates to edit or review assessments

• Track progress per collaborator

• Communicate using notes and mentions

• The assessment owner always retains control over permissions and access
• Only collaborators can edit the questions and structure of assessments

Collaboration enhances the efficiency of managing assessments by allowing multiple stakeholders to contribute:

• Vendor Assessments: Engage IT, legal, and other teams to ensure vendor compliance.

• Privacy Reviews: Work with department heads on processing activities.

• Vendor Questionnaires: Streamline vendor onboarding with external stakeholders.

• AI Governance: Align compliance, IT, and development teams to maintain AI standards.

2. Inviting Collaborators

To invite someone to collaborate:

1. Open the assessment.

2. Click on the Share icon. 

3. Enter the collaborator’s email address.

4. Optional: Write a personal message. This will be shown in the email invitation to the collaborator

5. Click on invite.

The collaborator will receive an email with a secure login code and access to the assessment.

Once invited, the collaborator will see the assessment in their collaboration workspace.

3. Edit Mode vs. View Mode

To prevent multiple people from editing at the same time, assessments support two working modes:

Edit Mode

When in Edit Mode, a collaborator can:

• Modify answers

• Save changes

• Continue working on the assessment

Only one person can be in Edit Mode at a time.

View Mode

When in View Mode, a collaborator can:

• Read the assessment

• Leave notes and mentions

• Review answers

Editing is disabled in View Mode.

Owner vs. Collaborator Permissions

Collaborators can:

• Enter Edit Mode

• Save changes

• Leave notes and mentions

• Mark their own work as done

Collaborators cannot:

• Complete the assessment

• Revoke access (for themselves or others)

• Manage other collaborators

Owners can:

• Invite collaborators

• Track progress per collaborator

• Revoke access

• Complete the final assessment

• Move between Edit and View Mode when needed regardless of someone else editing by taking over edit mode

4. Collaborator Workspace: View All Assigned Assessments

Collaborators have a dedicated workspace where they can see all assessments they’ve been invited to.

From this page, collaborators can:

• View every assigned assessment

• See the current status of each

• Re-enter assessments without needing a new invite

• See whether access is active or revoked

This provides a centralized view of all collaboration activity.

Notes & Mentions

Owners and collaborators can communicate directly inside the assessment using notes and mentions.

Mentions notify the relevant user and support structured back-and-forth communication.

See the full guide on notes and mentions here:
https://docs.mineos.ai/knowledge/assessment-notes

6. Statuses & Progress Tracking

Each collaborator has their own independent status per assessment.

Possible collaborator states include:

• Not done – Work still in progress

• Done – Collaborator marked their work as done

• In Edit Mode – Currently editing

• In View Mode – Viewing only

• Revoked – Access removed by the owner

When a collaborator marks their work as completed:

• Only their status updates

• Other collaborators are unaffected

• The assessment is not submitted

• Access remains active

Owner Visibility & Filters

Owners can track collaboration progress from:

• The assessments table

• The assessment detail view

Owners can:

• See completion status per collaborator

• Identify assessments awaiting contributor input

This makes it easy to follow up and manage multiple collaborators.

7. Revoking Access

Only owners can revoke collaborator access, per collaborator or all collaborators at once by clicking on the remove all button in the share diagram. 

When access is revoked:

• The collaborator still sees the assessment listed.

• The status shows as Revoked.

• The collaborator cannot open, edit, or comment.

8. What Changed (For Existing Customers)

If you’ve used collaboration before, here’s what’s different:

• Collaborators now have a centralized workspace showing all assigned assessments.

• Each collaborator has an independent completion status.

• Collaborators can no longer “submit” assessments.

• Only owners can revoke access.

• Completion and access control are now clearly separated.

• Owners have improved filtering and visibility for tracking progress.

The core collaboration workflow remains the same — but it is now clearer, more structured, and easier to manage across multiple contributors.

Summary

Collaboration in Mine allows you to:

• Work with multiple stakeholders on the same assessment

• Control editing access using Edit and View modes

• Track contributor progress individually

• Maintain centralized submission control

• Manage access securely and intentionally

This ensures collaboration is structured, transparent, and scalable — whether you're working with one teammate or coordinating across teams.