You 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.
Before you begin
Sharing 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.
About this task
By default, an uploaded file is shared with people who have
access to the library or folder where the file is uploaded. You 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. You
cannot update sharing settings to prevent community members from accessing
specific files.
Sharing controls are not available from the
root library view. To set the default sharing settings for a library,
you must edit the role of community members in the library settings.
For more information, see Managing a community library.
When you link to another community's library, you can
view the sharing settings for files and folders in the library, but
you cannot share library content.
Procedure
To update sharing settings for a library file or folder,
complete the following steps.
- Open the library containing the file or folder for which
you want to update settings.
- Complete one of the following steps:
- To update sharing settings for:
Note: Sharing
options in the Change Sharing window are grayed
out if settings cannot be changed for the selected entity. In addition,
you 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 you are typing by comparing it to names in the company directory.
When you see the name that 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.
Note: For external users, type-ahead predicts names of people with whom they have already shared
a file.
Note: You 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 you are typing
by comparing it to groups in the company directory. When you see the
name that 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.
Note: 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 you 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 you 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 you are in a linked library, you 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
that you want members to have, and click Add.
- Everyone, including non-community members, select
Everyone (public) from the Share with list, ensure
that the appropriate access level is showing, and click Add.
Note: This option
is only available for public communities; it is not available for restricted
communities.
- Click OK to save your changes.
What to do next
After you have changed sharing settings for a file and the
default folder access is no longer applied, you can remove individual
users and groups, or demote special groups from the
Sharing tab.
Alternatively, you can select for the file and remove
users using the options available from the
Change Sharing window.
You
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.