Sharing Objects with Other Users

You can share objects with other people, and manage their permissions.

You can grant different levels of permissions to allow other users to view, use, or modify the object. For more information, see About Permissions.

If an object is shared with someone, any new revisions created after you shared it will also be shared.

This task shows you how to:

See Also
In Other Guides
Sharing Content with Others

Share an Object

You can share objects with individual users, user groups, or collaborative space/organization pairs.

Before you begin:

Select one or several objects and click Share . Depending on the app, this command might be available from the action bar, a context menu, or from the Sharing tab of the Information pane. For more information, see Properties and Information.

Tip: Select several objects to grant them the same permissions.
  1. Next to the required permission, start entering the name of the user, user group, or collaborative space/organization pair you want to share the object with , and select it from the list.

    Notes:
    • You can share objects with active users only.
    • You can share objects with private collaborative spaces only.
    • You can share an object that you own with yourself. However, you cannot share an object with the collaborative space/organization pair it belongs to.

  2. Click Share.

A Report panel appears, with details about the object and a status for the operation:

  • : The operation succeeded.
  • : The operation failed.
The Completion Status column indicates more details about this status.

To open the Information panel and view the details of an object, select it in the report, and then click Information . For more information, see Properties and Information.

To export the report as a .csv file, click Export .

Important:
  • If you selected several objects, permissions that are not common to all the selected objects are kept.
  • If you share a bookmark, the permissions are only applied when the bookmark is promoted to the Active maturity state. For more information, see Changing Maturity.

View, Modify, or Remove Permissions

You can view the permissions granted for an object to other users, modify them, or remove them.

Before you begin: Select the object, and open the Properties widget or Information panel.

Depending on the app, you can click one of the following commands:

  • Information
  • Edit Properties
  • Display Side Panel

  1. Click the Sharing tab.
    The users, user groups, and collaborative spaces/organization pairs the object is shared with are displayed in separate tiles. You can choose between two views:
    View Description
    Group View Groups the tiles by permissions. You can expand or collapse each group.

    To activate the Group view, from the toolbar, click Group View .

    The number next to the group header indicates the number of users, user groups, or collaborative space/organization pairs the object is shared with, with these permissions.
    List View Displays the tiles as a list, without permission groups.

    To activate List view, from the toolbar, click List View .

    To order the list in ascending or descending alphabetical order, from the toolbar, click or .

    By default, tiles are displayed in Group view.

  2. Optional: To filter the tiles to display, from the toolbar, click Filter , and do one of the following:
    • Select the permissions you want to display, and clear those you want to hide
    • Search for a specific user, user group, collaborative space, or organization

    Note: In Group view, if you filter the permissions, the groups corresponding to the permissions you cleared are still displayed - but collapsed - if the object is shared with these permissions. Filtering does not impact the count in the group headers.

  3. Optional: To display the permissions inherited from other objects, from the toolbar, click Filter , and select Show users with inherited permissions.

    Tiles that correspond to inherited permissions are displayed in the list with the icon. The inherited permissions are displayed in the tile. If several permissions are inherited, the tile indicates Permissions vary. For more information, see Inherited Permissions.

  4. To modify the permissions granted to a user, user group, or collaborative space/organization pair, click on its tile, and select the new permissions of your choice.
  5. To remove the permissions granted to a user, user group, or collaborative space/organization pair, do one of the following:
    • Click on its tile, and select Remove .
    • Select the tile and, from the toolbar, click Remove .

    Note: You cannot remove permissions granted to users or groups of users the object is shared with by default.

    The object is no longer shared with the user, user group, or collaborative space/organization pair (unless access is granted by other means).