Document collaborators

Document collaborators are the people associated with a document. External collaborators are stored in as Contact records while internal collaborators are stored as User records or in Document Group (mvn__CM_Document_Group__c) records. Contacts can be created locally or be derived from an external data source that an administrator has configured. When a contact, user, or document group is added as a collaborator to a document, a Document Collaborator (mvn__PP_Document_Author__c) record is created with the PP_External, PP_Internal, and PP_Group record types, respectively. The Document Collaborator record is subsequently related to the Document (mvn__CM_Document__c) record along with any corresponding Task records and Contact Verification (mvn__PP_Contact_Verification__c) records. Contact Verification records help track background checks and consent details for external contacts. Reference the Configure Contact Verification and Task automation section below for more information.

Document collaborators can be assigned specific roles on a document that determine the function or capacity in which they can interact with the document. There are two experiences for the searching, adding, and assigning of collaborators on documents. While V1 more clearly distinguishes the handling between external contacts and internal users and groups, V2 unifies all potential collaborators. Both are done in the Collaborators tab of a Document record.

Document Collaborator Search V1 vs. V2 unified experience

In the V1 experience of the Document Collaborator Search feature, contacts are managed separately from users and document groups. You can only add and assign document roles to external contacts in the SPC - Related Document Authors component and only add and assign document roles to internal users and document groups in the Document Roles related list.

In the V2 experience of the Document Collaborator Search feature, all contacts, users, and groups can be added and assigned roles on a document in the SPC - Related Document Authors component. V2 is therefore otherwise known as the "unified" Document Collaborator Search experience. This means that you no longer need to know whether a potential document collaborator is external or internal to in order to be able to search for and add them to a document.

Note: All new customers after the Spring '23 release will have the V2 unified experience. Existing customers from before the Spring '23 release will remain on the V1 experience. Existing customers who would like to take advantage of the unified V2 experience need to perform the necessary upgrade steps below.

Note: Only active users and Contact records with related active User records will appear in the search results. Inactive users cannot be searched for in the Document Collaborator Search wizard.

Upgrade from V1 to V2

If you have a environment with V1 of the Document Collaborator Search experience and would like to update it to the V2 unified experience:

1. In Setup, navigate to the Interface Handler (mvn__PP_Interface_Handler__mdt) custom metadata type.

   1. In the Internal Contact Filter Search (PP_Internal_Contact_Filter_Search) metadata record, update the Class field from PP_ContactFilterSOQLSearchV1 to PP_ContactFilterSOQLSearchV2.

   2. In the Internal Contact Omni Search (PP_Internal_Contact_Omni_Search) metadata record, update the Class field from PP_ContactOmniSOSLSearchV1 to PP_ContactOmniSOSLSearchV2.

2. In Setup, navigate to the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

   1. In the Default (PP_Default) metadata record, check the Document Collab Search V2 Enabled checkbox.

Migration script

When upgrading to the V2 unified experience of the Document Collaborator Search, you may not have any corresponding Document Collaborator records for the roles you previously assigned in the V1 experience. To create the missing Document Collaborator records, you can complete the following migration script using Apex Anonymous and the batch class PP_CreateDocumentCollaboratorBatchable.

Note: You only need to complete the migration script if you are upgrading the product (e.g., from version 1.19.0.4) to the Spring '23 release. The migration script only applies to publication documents, not supporting documents, and will only create Document Collaborator records for the roles that do not already have the corresponding records. There should be only one Document Collaborator record per user and per document.

To complete the migration script:

1. Open an Execute Anonymous Window. Visit Salesforce's documentation on Apex Anonymous for more information.

2. In the Enter Apex Code window, execute the following code block:

   mvn__PP_CreateDocumentCollaboratorBatchable b = new mvn__PP_CreateDocumentCollaboratorBatchable();
   Id batchProcessId = Database.executeBatch(b, 100);

You can monitor the status of the batch process as well as view any errors that may occur during the batch process with the Processing Result (mvn__PP_Processing_Result__c) and Processing Error Message (mvn__PP_Processing_Error_Message__c) fields on the Plan Team Member (mvn__PP_Plan_Team_Member__c) custom object.

SPC - Related Document Authors component

The SPC - Related Document Authors (ppRelatedDocumentAuthors) component, also referred to as the Document Collaborators component, lists all document collaborators and their assigned roles on the given document. This includes pending, active, and inactive contacts, users, and groups. From this component, you can add collaborators to the document via the Document Collaborator Search wizard, provision pending contacts, view any activities and communications related to the collaborators or contacts, and more. You can also configure the appearance of the component by choosing the columns that should appear and customizing the icons and labels that represent the different types of collaborators.

:::: ::: title :::

In the V1 experience, only contacts can be viewed, searched, added, and assigned roles in this component. ::::

Provision pending contact

Document collaborators with a Pending status are contacts, such as Collaborator Portal users, who have not yet been provisioned. To provision a pending contact in the SPC - Related Document Authors component:

1. Click the dropdown arrow at the right end of the row.

2. Select Provision User.

3. On the Provision User modal, enter and review all of the required details.

4. Click + Provision User.

A new User Request (mvn__PP_User_Request__c) record will be created and processed asynchronously to provision the contact. For more information, reference Users.

Resend emails and reset passwords for Collaborator Portal users

When a Collaborator Portal user is provisioned, they are sent a welcome email that instructs them how to set up their Collaborator Portal account with their email address and, optionally, a password. If a user wants to log into and use the Collaborator Portal without a password, they must verify their email address so that they can receive a verification code that authenticates them in place of a password. For existing Collaborator Portal users, email addresses can be verified through a password reset. When an email address is verified, the User Verified Email (HasUserVerifiedEmail) field on the User record will update and the Email Verified column in the Document Collaborators component will display a green checkmark accordingly.

The welcome email, the user verification email, and the password reset email can all be (re)sent from the SPC - Related Document Authors component at any time, similar to how a pending contact can be provisioned.

note

After the SPC Welcome email Hotfix (Fall’25), the Resend Welcome Email and Reset Password actions no longer send emails instantly. Instead, the system adds a User Request (mvn__PP_User_Request__c) record to the queue. When a user triggers one of these actions, they may see messaging that the email is queued. This means that the email is not sent immediately, but it will be sent the next time a background job runs, which by default happens every 10 minutes.

Before scheduling, go to Setup → Scheduled Jobs for existing PP_Process_PasswordReset and PP_Process_ResendWelcomeEmail jobs to avoid duplicates. “Scheduled Apex runs with the permissions of the user who scheduled them. So the schedule should be created by a System Administrator.

Assign document role

All document collaborators are assigned an initial or default role when they are first added to a document. (For more information, reference step 4 in the Search for and add a document collaborator section below.) Additional roles can be assigned after a document collaborator is added.

To manually add a document role to a document collaborator:

1. Click the dropdown arrow at the right end of the row.

2. Click Add Document Role.

3. Select a role.

4. Click Save.

Document roles can also be automatically added if a document collaborator is assigned a task that requires a specific document role. For more information, reference the Workflow Stage Activities section below.

Remove document role

By default, you can only remove a document role from a document collaborator if the user does not have any open workflow tasks on the document that are associated with the document role. However, if you have the CM Delete Document Role With Open Tasks (CM_Delete_Document_Role_With_Open_Tasks) custom permission, you can delete any document role from any user regardless of what open tasks the document role may be associated with. The following steps on removing document roles assume that the user either has no open assigned tasks or that you have the CM Delete Document Role With Open Tasks custom permission.

To remove a single document role from a document collaborator, including the Owner role:

1. Click the role to be removed. The Role Permissions modal will appear.

2. Click Delete.

   1. If you clicked on the Owner role in step 1, a Transfer Ownership button will appear in the Role Permissions modal instead of a Delete button. Click Transfer Ownership to remove the Owner role from the current owner and assign the Owner role to another user.

To bulk remove all document roles from a document collaborator:

1. Click the dropdown arrow at the right end of the row.

2. Click Remove Document Roles.

Document roles can also be automatically removed if a document collaborator completes the task that was assigned to them because of their role. To configure this, check the Strict Document Roles (mvn__CM_Strict_Document_Roles__c) field on the Default (PP_Default) metadata record of the MCM Global Setting (mvn__CM_Global_Setting__mdt) custom metadata type.

Mute notifications

By default, every document collaborator has notifications enabled (i.e., unmuted) on a document and will therefore have a blue notifications () icon in the Notifications column. However, if you have the Mute Notifications (CM_Mute_Notifications) permission, you can mute notifications for a specific document collaborator. To mute notifications for a document collaborator, click the blue notifications () icon, which will become a grey notifications muted () icon. To enable notifications back, click the icon again.

When a document collaborator has their notifications muted, they do not receive email notifications for any documents they are collaborators on or any related workflows or tasks they are assigned. This is because the notification settings on document collaborators supersede the notification settings on document types and states, the documents themselves, and the workflows and tasks on the documents. For more information about muting notifications for a document type or state or for a workflow or task, reference the Disable notifications and Disable email notifications sections, respectively. For the order of precedence on the muting of notifications, reference the decision tree diagram below.

View related activities and communications

Each row in the Document Collaborators component can be expanded to display all of the activities and communications related to a specific document collaborator. To enable this functionality, check the Enable Expanded Doc Collaborator List (mvn__PP_Enable_Expanded_Doc_Collaborator_List__c) field on the Default (PP_Default) Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type (i.e., set to true). The Activities table will then list all of the Activity and Task records assigned to the selected document collaborator for the current document while the Communications table will list all of the Notification Log (mvn__SE_Notification_Log__c) records where the document collaborator received an email or notification related to the current document. Notification Log records are created automatically whenever an email or notification is sent to a document collaborator, such as when a workflow task is assigned or when a welcome email, user verification email, or password reset email is sent to a Collaborator Portal user. Additional Notification Log records can also be created programmatically through the Notification Log Service (SE_NotificationLogService) global Apex class for any custom emails, such as for activities that are not native to Scientific Publications Cloud product.

The Communications table is also available in the Communication History tab on the Contact Record Page (Contact_Record_Page) where it lists all emails and notifications sent to the contact irrespective of the document. For more information, reference the View communication history section on the Collaborator Portal page.

Warning: The Communications table on both the Document Collaborator component and the Contact record pages only contains email and notification logs from the Fall '25 release and beyond. It does not retroactively retrieve and display all of the emails and notifications that have been sent out prior to this Fall '25 release. If you would like the Communications table to be populated with any older emails or notifications, please reach out to the Customer Support team.

Configuration

Configure general component columns

To configure the fields that appear as columns in the Document Collaborators component:

1. In Setup, navigate to the Document Collaborator (mvn__PP_Document_Author__c) custom object.

2. Click Field Sets.

3. Click the Related Document Authors Fields (mvn__PP_Related_Document_Authors_Fields) field set.

4. Modify the field set and click Save. Each field in the field set will appear as a column in the SPC - Related Document Authors (ppRelatedDocumentAuthors) component.

Out of the box, the Document Roles (mvn__PP_Document_Roles__c) field is used to format and list all of the selected roles from the Assigned Roles (mvn__PP_Assigned_Roles__c) field. This includes the initial or default role identified in the Role (mvn__PP_Role__c) field and any additional role that is assigned to the collaborator. You can click on each role in the Document Roles column to identify the specific permissions of that role. If a collaborator is added to the document without a role or if all of a collaborator's roles on the document are removed, the Document Roles column for that collaborator will say "No assigned roles."

Similarly, the User Type (mvn__PP_User_Type__c) field is used to format and represent the different types of document collaborators. For more information on configuring the icons and labels of each document collaborator type, reference the Configure collaborator icons and labels section below.

Configure Activities and Communications columns

The fields that appear as columns in both the Activities and Communications tables can also be configured.

To configure the columns in the Activities table, modify the Related Activity List (mvn__CM_Task_Related_Activity_List) field set on the Task object; to configure the columns in the Communications table, modify the Related Notifications List (mvn__SE_Related_Notifications_List) field set on the Notification Log object.

Updates to the latter will affect the Communications table on both the Document Collaborators component and the Contact Record Page.

Configure collaborator icons and labels

To configure the icons that represent the different types of document collaborators as well as the labels that appear when you hover on an icon:

1. In Setup, navigate to the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

2. In the Default (PP_Default) metadata record, modify the following for each document collaborator type you wish to configure:

Document Collaborator record type	Pubs Global Setting metadata fields
External (PP_External)	External User Icon (mvn__PP_External_User_Icon__c) External User Icon Label (mvn__PP_External_User_Icon_Label__c)
Group (PP_Group)	Group Icon (mvn__PP_Group_Icon__c) Group Icon Label (mvn__PP_Group_Icon_Label__c)
Internal (PP_Internal)	Internal User Icon (mvn__PP_Internal_User_Icon__c) Internal User Label (mvn__PP_Internal_User_Icon_Label__c)

3. Save your changes.

The icons and labels identified in this metadata record are surfaced and formatted in the User Type (mvn__PP_User_Type__c) field of the Document Collaborator object.

Document Collaborator Search wizard

The Document Collaborator Search (ppCollaboratorSearchModal) wizard is the wizard that appears when you click New in the SPC - Related Document Authors component (ppRelatedDocumentAuthors) component. You can use it to search for and add document collaborators. You can also click the columns to sort the search results and hover over a result to view its details.

Search for and add a document collaborator

To search for and add an existing contact, user, or group as a document collaborator:

Note: In the V1 experience, only contacts can be viewed, searched, added, and assigned roles in this component.

1. In the SPC - Related Document Authors component, click New. The Document Collaborator Search wizard will open.

2. (Optional) In the search box, enter the exact names of the people you wish to add or use a wildcard search with the asterisk (*) symbol, and click Search. Local Contact records and external MDM Contact records that match your filter criteria will appear.

   Note: Out of the box, the Country field is pre-populated with the value on the Region (mvn__CM_Region__c) field of the Document Version (mvn__CM_Document_Version__c) record. ::::

3. Select the document collaborator to be added, and click Next.

   1. If you selected a contact, modify the details about the contact as needed, and click Next.

4. Select a role. This will be the initial and default role of the collaborator on the document. To assign additional roles at a later time, reference Assign document role. The available roles that you can select may differ depending on if you are adding a contact, user, or group.

   1. If you selected a contact, select a status in addition to a role.

5. Click Save and Done.

A new Document Collaborator (mvn__PP_Document_Author__c) record will be created with the appropriate record type and related to the given Document (mvn__CM_Document__c) record. If you added a contact, a User Request (mvn__PP_User_Request__c) record will also be created and processed asynchronously to provision the contact. For more information, reference Users. note ::: title :::

You do not have to manually search for and add document collaborators who you will be assigning workflow tasks. If you assign a user a workflow task on a document and the user is not yet a document collaborator for the document, a corresponding Document Collaborator record will be created automatically for the user. ::::

Add new contact

To create a new contact and then add them as a document collaborator:

1. Complete steps 1-2 from the section above. You do not need to enter any name or filter criteria in the search box to click Search.

2. Click Create New Contact.

3. Select a Record Type ID and click Next.

4. Enter the details about the contact and click Next. A Contact record will be created.

5. Complete steps 4-5 from the section above.

To configure the fields that appear in the new Contact form, reference the Configure new contact form section below.

Configuration

Configure search filters

To configure the search filters in the Document Collaborator Search wizard, create or modify Layout Type (mvn__LY_Layout_Type__mdt) metadata records. Depending on if you are configuring basic or advanced search filters, make sure the Layout Type metadata record relates to the appropriate Layout (mvn__LY_Layout__mdt) metadata record.

For more instructions on how to configure layouts, visit Layout configuration.

Search filter	Layout metadata record
Basic	Collaborator Search - Basic (PP_Collaborator_Search_Basic)
Advanced	Collaborator Search - Advanced (PP_Collaborator_Search_Advanced)

Note: Out of the box, if the collaborator type filter is left blank, both users and contacts are included in the document collaborator search results. Conducting an employee search will also include both users and contacts while conducting an HCP and non-HCP search will exclude users and only include contacts. To configure whether or not a collaborator type filter should include users in the search results, update the Collab Wizard Searches Users? (mvn__PP_Collab_Wizard_Searches_Users__c) field on the Author Mapping (mvn__PP_Author_Mapping__mdt) custom metadata type. There are four metadata records provided out of the box, one for each of the collaborator types available (PP_Employee, PP_HCP, PP_Non_HCP) and one for when no collaborator type is selected (Default).

Configure list view columns

To configure the columns in the recently viewed list view and the search results list view:

1. In Setup, navigate to the Contact standard object.

2. Click Field Sets.

3. Click the Author Search Result Fields (mvn__PP_Author_Search_Result_Fields) field set.

4. Modify the field set and click Save.

Out of the box, this field set is used on the Author Search Result Field Set (mvn__PP_Author_Search_Result_Field_Set__c) field of the Default (PP_Default) metadata record of the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

Configure search result popover

To configure the fields that appear in the additional information popover when users hover on a search result:

1. In Setup, navigate to the Contact standard object.

2. Click Field Sets.

3. Click the Author Search Popover Fields (mvn__PP_Author_Search_Popover_Fields) field set.

4. Modify the field set and click Save.

Out of the box, this field set is used on the Author Search Popover Field Set (mvn__PP_Author_Search_Popover_Field_Set__c) field of the Default (PP_Default) metadata record of the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

Configure new contact form

To configure the fields that appear when creating a new Contact record:

1. Create Author Mapping (mvn__PP_Author_Mapping__mdt) custom metadata records to connect a Contact field set to a Contact record type.

   Note: Author Mapping records control what Contact record types are available to create. ::::

2. Modify the Contact field set. warning ::: title :::

Do not add MailingState or MailingCountry to a field set because the fields will not map correctly for external contacts. Instead, use MailingStateCode and MailingCountryCode. ::::

Note: The field sets do not need to contain every field that you want mapped for external contacts as long as the fields are correctly mapped via the Class (mvn__PP_Class__c) field on the Interface Handler (mvn__PP_Interface_Handler__mdt) custom metadata type. For example, you can leave the mvn__PP_External_ID__c field off a field set as long as the corresponding mvn__PP_Interface_Handler__c.mvn__PP_Class__c correctly maps the field. For more information, reference the Add external collaborator search handler section below.

Configure available roles for collaborator type

You can specify which document roles can be assigned for each document collaborator type. To configure the available roles based on a document collaborator type:

1. In Setup, navigate to the Document Collaborator (mvn__PP_Document_Author__c) custom object.

2. Click Record Types, and select the record type you would like to configure the available roles for.

3. Click Edit next to Assigned Roles and/or Role as appropriate.

4. Modify the picklist values available for selection.

5. Click Save.

Add external collaborator search handler

You can extend the Document Collaborator Search interface to support an external, master data management (MDM) search handler. Once configured, you can search the external source, create a local Salesforce Contact record from an external contact, and add the new Contact record as a document collaborator. Search behavior is the same for both external contacts and internal users and groups.

To add an external search handler, create a custom Interface Handler (mvn__PP_Interface_Handler__mdt) metadata record. Key Interface Handler fields include:

• Interface - select a search interface. Contact Omni Search maps to the document collaborator quick search while Contact Filter Search maps to the document collaborator advanced search.

• Class - enter the API name of the custom class that implements the interface you selected. The class must map the relevant Account and Contact fields using fieldName.

  Note: If you map the State field, you must also map the Country field as State is a picklist field that depends on Country. ::::

• Sequence - enter the order number that this class should be called if there are multiple configured.

Automation

Configure Contact Verification and Task automation

The Contact Verification (mvn__PP_Contact_Verification__c) custom object tracks background checks and consent details for external contacts. You can use flows to automate the creation of Contact Verification records and corresponding Task records. To help you get started, provides the flows listed in the table below. warning ::: title :::

If you initially installed a version of Scientific Publications Cloud product into your org that is earlier than Fall '24, then some of the flows may be process builders instead and are denoted below. All of the process builders that had shipped with Scientific Publications Cloud product have been migrated to flows in Fall '24 as Salesforce ends support for process builders. ::::

Out of the box, the contact verification flows are designed to work together. When a Document Collaborator record is created or edited, the Document Author: Create Contact Verification (Document_Author_Create_Contact_Verification) flow determines if a Contact Verification record is needed. If so, the Create Contact Verification (PP_Create_Contact_Verification) flow is triggered and creates a Contact Verification record of the appropriate record type. Upon creation of the Contact Verification record, the Contact Verification: Create Task (Contact_Verification_Create_Task) flow then determines what tasks are needed to complete the verification and triggers the Create Background Check Contact Verification Tasks (PP_Create_Background_Check_Contact_Verification_Tasks) flow as appropriate. This creates a Task record of the Background Check (PP_Background_Check) record type and relates the Task record back to the Contact Verification record. When a user marks the task as complete, the Task: Update Contact Verification Status (Task_Update_Contact_Verification_Status) flow then updates the status and verification date of the Contact Verification record.

Using standard Salesforce Flow Builder functionality, you can modify the following flows as needed to meet your specific business needs and requirements.

Contact verification flows

Label	Description
Document Author: Create Contact Verification	Determines if contact verification is needed for HCP and non-HCP document collaborators and triggers the Create Contact Verification flow if so. Out of the box, this flow is triggered when a Document Collaborator record is created or edited and is used for step 1 of the contact verification process. :::: warning ::: title ::: In versions prior to Fall '24, this flow was a process builder with the same name. ::::
Create Contact Verification	Creates a Contact Verification record of a specified record type. Out of the box, this flow is triggered by the Document Author: Create Contact Verification flow and is used for step 2 of the contact verification process.
Contact Verification: Create Task	Creates Task records of a specified record type and triggers the Create Background Check Contact Verification Tasks flow as appropriate. Out of the box, this flow is triggered when a Contact Verification record is created, such as in the Create Contact Verification flow, and is used for step 3 of the contact verification process. :::: warning ::: title ::: In versions prior to Fall '24, this flow was a process builder with the same name. ::::
Create Background Check Contact Verification Tasks	Creates a Task record of the Background Check (PP_Background_Check) record type. Out of the box, this flow is triggered by the Contact Verification: Create Task flow and is used for step 4 of the contact verification process.
Task: Update Contact Verification Status	Updates the Status (mvn__PP_Status__c) and Verification Date (mvn__PP_Verification_Date__c) fields on a Contact Verification record when the related task is closed. Out of the box, this flow is triggered when a Task record is created or updated, such as in the Create Background Check Contact Verification Tasks flow, and is used for step 5 of the contact verification process. :::: warning ::: title ::: In versions prior to Fall '24, this flow was a process builder with the same name. ::::

Configure Document Collaborator and Plan Team Member automation

Users can retroactively add plan team members to existing plan documents as document collaborators. This can be automated by scheduling batch jobs to run every hour or ad hoc via Apex Anonymous.

To ensure that the batch jobs create the appropriate document collaborators with their specific roles, populate the Existing Role (mvn__PP_Existing_Role__c) field on the Plan Team Member (mvn__PP_Plan_Team_Member__c) custom object.

To schedule a batch job to run every 10 minutes:

1. Open an Execute Anonymous Window. Visit Salesforce's Apex Anonymous for more information.

2. In the Enter Apex Code window, execute the following code block:

   System.schedule('PP_PlanTeamMemberQueueSchedulable 1', '0 0 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400)); System.schedule('PP_PlanTeamMemberQueueSchedulable 2', '0 10 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400)); System.schedule('PP_PlanTeamMemberQueueSchedulable 3', '0 20 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400)); System.schedule('PP_PlanTeamMemberQueueSchedulable 4', '0 30 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400)); System.schedule('PP_PlanTeamMemberQueueSchedulable 5', '0 40 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400)); System.schedule('PP_PlanTeamMemberQueueSchedulable 6', '0 50 * * * ?', new mvn.PP_PlanTeamMemberQueueSchedulable(0, 400));

Warning: The arguments passed in for PP_PlanTeamMemberQueueSchedulable class are 0 and 400, respectively, where 0 is the offset and 400 is the number of documents related to the plan team members that will be processed per queueable job. Do not modify the offset value, and make sure the number of documents does not exceed 900 to avoid hitting governor limits.

Note: This batch job will always create document roles. If you enable the V2 unified Document Collaborator Search experience, a Document Collaborator (mvn__PP_Document_Author__c) record will be created in addition to the Document Role (mvn__CM_Document_Role__c) record.

Propagation of document collaborators onto cloned documents

By default, when a document is cloned, the document collaborators from the original document are automatically propagated onto the cloned document. To check if this feature is enabled:

1. In Setup, navigate to the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

2. Open the Default (PP_Default) record.

3. Ensure that the Clone Collaborators on Document Clone (mvn__PP_Doc_Collaborator_Propagation_on_Clone__c) field is checked (i.e., equal to true). Modify as needed.

If the original document is cloned by the owner of the document, then all of the related Document Collaborator records on the source Document record will also appear in the Document Collaborators component on the cloned Document record. However, if the original document is cloned by a user who is not the owner, all of the document collaborators from the original document will also appear on the cloned document except for the owner, even if they have other roles in addition to the Owner role. This is because each document can only have one owner, and the user who clones the document becomes the owner of the newly created document.

You can specify which Document Collaborator fields should be copied onto the cloned document when the document collaborators are propagated. Out of the box, the Document Author Clone Fields (mvn__PP_Document_Author_Clone_Fields) field set on the Document Collaborator is used. To use a different field set:

1. In Setup, navigate to the Pubs Global Setting (mvn__PP_Global_Setting__mdt) custom metadata type.

2. Open the Default (PP_Default) record.

3. Update the Cloned Doc Collaborator Field Set Name (mvn__PP_Cloned_Doc_Collab_Field_Set_Name__c) field as appropriate.