Share For

The Sharing Access for an Item iteration of the Share For dialog

Summary

Sharing a folder within a Workspace is one thing, but sharing the data within that folder is another altogether. For example, a folder may be in use by two teams, with content from one team not intended for general consumption, while the other team's data is public-facing. Certain data - more specifically the Items and revisions thereof - is therefore required to be hidden, while still allowing applicable users to see the remaining content. In support of this, a Workspace supports the ability to 'share' Items within Workspace folders, offering a finer level of sharing when it comes to the actual data in a Workspace.

Access

The Item iteration of the Share For dialog is accessed by clicking the Share Item link in the Item Properties dialog.

Options/Controls

• Sharing With Specific Users And Roles - displays the users with access to the item, as well as whether they can edit and their status. Use the Can Edit checkbox to enable/disable a user's ability to make changes to the item. In terms of permissions, a user/role has Read/Write access when the Can Edit / Can Write option is enabled. If this option is disabled, they have Read access only.

Additional Controls

• Add - use the drop-down to access the following: 
  • Add User - click to open the Search For Users dialog, which enables you to search for and select an existing user.
  • Add Role - click to open the Search For Role dialog, which enables you to search for and select an existing role.
  • Add Anyone - click to share with anyone.

• Remove - click to remove selected roles.
• Permissions can be modified by - use the drop-down to configure permissions to access a particular entity. The following levels of control are supported:
  • Owner - only the owner of the folder can change the permissions. Editors cannot change access permissions.
  • Collaborators - editors have full control to manage access permissions for the folder.
• Apply to Children - enable this option to apply the same users, roles and permissions to any children. This option is enabled by default.

The Sharing Access for a Project iteration of the Share For dialog

Summary

Once a project is managed, you'll want to determine which users can actually access that project. This is done by sharing the project, or rather, by configuring its access permissions. Remember that a managed project – newly created or converted – is shared, by default, with the following:

• The designer who created (converted) the project: full (Read/Write) access permissions.
• The Administrators role group: full (Read/Write) access permissions.
• All Workspace Users – denoted by the presence of the Anyone entity: with Read-only access permissions.

Access

The Share <Project> iteration of the Share For dialog is accessed in the following ways:

• From within a managed project, click Project » Share from the main menu.
• Right-click on a managed project in the Projects panel, then click Share from the menu.

Options/Controls

• Sharing With Specific Users And Roles - displays the users with access to the project, as well as whether they can edit and their status. Use the Can Edit checkbox to enable/disable a user's ability to make changes to the project. In terms of permissions, a user/role has Read/Write access when the Can Edit / Can Write option is enabled. If this option is disabled, they have Read access only.

Additional Controls

• Add - use the drop-down to access the following: 
  • Add User - click to open the Search For Users dialog, which enables you to search for and select an existing user.
  • Add Role - click to open the Search For Role dialog, which enables you to search for and select an existing role.
  • Add Anyone - click to share with anyone.
  Adding anyone indicates that there are virtually no permission restrictions on this project.
  • Remove - click to remove selected roles or users.

The Sharing Access for an Item Revision iteration of the Share For dialog

Summary

As with folders and Items, an Item Revision in a Workspace can also be shared with permitted users/roles. Item Revision-level sharing is only truly configurable through the Explorer panel. It is not fully supported using the Workspace's browser interface. The difference is that through the Explorer panel, you can specifically share individual revisions, whereas the browser interface simply supports Item-level sharing, and if an Item is shared, all of its revisions are shared too.

Access

The Item Revision iteration of the Share For dialog is accessed by expanding the Advanced drop-down from the Item Properties dialog, then select Share Revision.

Options/Controls

• Sharing With Specific Users And Roles - displays the users with access to the project, as well as whether they can edit and their status. Use the Can Edit checkbox to enable/disable a user's ability to make changes to the project. In terms of permissions, a user/role has Read/Write access when the Can Edit / Can Write option is enabled. If this option is disabled, they have Read access only.

Additional Controls

• Add - use the drop-down to access the following: 
  • Add User - click to open the Search For Users dialog, which enables you to search for and select an existing user.
  • Add Role - click to open the Search For Role dialog, which enables you to search for and select an existing role.
  • Add Anyone - click to share with anyone.
  Adding anyone indicates that there are virtually no permission restrictions on this project.
• Remove - click to remove selected roles or users.
• Permissions can be modified by - use the drop-down to configure permissions to access a particular entity. The following levels of control are supported:
  • Owner - only the owner of the folder can change the permissions. Editors cannot change access permissions.
  • Collaborators - editors have full control to manage access permissions for the folder.