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 How do I manage a community library.
When
you link to a community 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: 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 groups have at least
reader access to any file or folder. Special groups, such as the Community
Owners, Community Members, and Everyone (public) 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 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.
- 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 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.