Share library files and folders
We can update sharing settings for library files and folders to control how other users access them. To view the current sharing status of a file or folder, click the Sharing tab on the summary page for the file or folder.
Share functionality is only available in deployments using IBM FileNet Collaboration Services 2.0 with IBM FileNet Content Manager 5.2.0. It is not supported for IBM Content Manager.
By default, an uploaded file is shared with people who have access to the library or folder where the file is uploaded. We can change the default access for a file or folder by sharing it explicitly with others.
Community owners have owner access to every file and this setting cannot be changed. Community members have at least contributor access by default, and can access and download library files. We cannot update sharing settings to prevent community members from accessing specific files.
Share controls are not available from the root library view. To set the default sharing settings for a library, edit the role of community members in the library settings. See Manage a community library.
When you link to another community's library, we can view the sharing settings for files and folders in the library, but we cannot share library content.
To update sharing settings for a library file or folder.
- Open the library containing the file or folder for which to update settings.
- Complete one of the following steps:
- To change settings for a file, click the name of the file to share, and select More Actions > Share.
Depending on how IBM Connections is configured for your organization, you might see a separate Share button instead of having to access this option from the More Actions menu.
- To change settings for a folder, click More next to the folder to share and then click Share.
- To update sharing settings for:
Share options in the Change Sharing window are grayed out if settings cannot be changed for the selected entity. In addition, we cannot specify contributor access for individual files in the Change Sharing window, this access is automatically demoted to reader for files.
- Specific individuals, ensure that a Member is selected from the Share with list, and then enter one or more names in the text field provided. Type-ahead predicts the name that we are typing by comparing it to names in the company directory. When we see the name you want, click it to select it. For libraries created using the Library widget, the member must be added to the community first to be available in the type-ahead box.
For external users, type-ahead predicts names of people with whom they have already shared a file.
We cannot add an individual user to a role that is below, or the same role as, a special group they are included in.
- A group, select a Group from the Share with list, and then enter the name of the group in the text field provided. Type-ahead predicts the name that we are typing by comparing it to groups in the company directory. When we see the name you want, click it to select it. For libraries created using the Library widget, the group must be added to the community first to be available in the type-ahead box.
All special groups, such as the Community Owners, Community Members, and Everyone (public) groups, have at least reader access to any file or folder. Special groups cannot be removed but their sharing access can be demoted. The Community Members group is included in the Everyone (public) group, but is always available so that we can add it or demote its role. If the role of the Community Members group is below that of the Everyone (public) group, then it is hidden in the user interface but we can still modify its role.
When you share a file from a linked library, you do not have the option of sharing it with the Community Members group. When we are in a linked library, we can add and remove public access to a file or folder with the Everyone (public) group.
- All community members, select Community Members from the Share with list, select the access level you want members to have, and click Add.
- Everyone, including non-community members, select Everyone (public) from the Share with list, ensure the appropriate access level is showing, and click Add.
This option is only available for public communities; it is not available for restricted communities.
- Click OK to save the changes.
What to do next
After you have changed sharing settings for a file and the default folder access is no longer applied, we can remove individual users and groups, or demote special groups from the Sharing tab. Alternatively, we can select More Actions > Share for the file and remove users using the options available from the Change Sharing window.We can reset the sharing settings for a file back to the default settings by opening the file's summary page, clicking the Sharing tab, and clicking Reset to default folder sharing.
Parent topic:
Use libraries
Related:
What else can I do with library files?
Related reference: