4.3 Sharing Entries, Folders, and Workspaces

You can share workspaces, folders, and entries with internal and external users:

  1. Navigate to the workspace or folder that you want to share, or navigate to the folder that contains the entries that you want to share.

  2. Sharing a workspace or folder: Click the Configure icon next to the workspace or folder title, then click Share this Workspace or Share this Folder.

    Sharing multiple entries (Files, Discussions, and Tasks folders only): Select one or more items that you want to share, then click Share. (In Files folders, click Share again.)

    Sharing single entries: Click the drop-down arrow next to the entry, folder, or workspace that you want to share, then click Share Entry.

    or

    If the drop-down arrow is not available, open the entry, then click Actions > Share this Entry.

    The Share dialog box is displayed.

  3. You can share with internal Vibe users, external users, and the public:

    • To share with internal Vibe users, begin typing the name of the user, group, or team with whom you want to share the item, then click the name when it appears in the drop-down list.

    • To share with users external to your organization, specify a user’s email address, then press Enter.

      Or

      Click the External User icon , then specify the user’s email address and click OK.

      Your Vibe administrator must enable this functionality. To see if you have rights to share with external users, hover over the Information icon next to the input field.

      For more information about sharing with external users, see Sharing with People Outside Your Organization.

    • To share with the public, click Make Public in the upper right corner of the Share dialog box.

      Users who do not have a Vibe user account can enter the Vibe site as a guest user (as described in Accessing Vibe from a Web Browser) and view all items that have been shared with the public.

      External users do not have access to view items that have been shared with the public. In order for external users to view items that have been shared with the public, they must log in to the Vibe site as the Guest user.

      Your Vibe administrator must enable this functionality. To see if you have rights to share with the public, hover over the Information icon next to the input field.

    • To quickly share with many users, you can copy user email addresses from one location and paste them into the Add a user, group or email address field on the Share dialog box.

      Email addresses can be for internal or external users and must be separated by a comma (,) or a space.

  4. In the Shared With column, click the name of the users or groups whose share settings you want to modify. You can select multiple users and modify the share settings simultaneously.

    The share settings for the user you most recently added to the Shared With column are already displayed.

  5. Select the access rights that you want to grant to the user or group.

    You cannot modify access rights when sharing with the public or when distributing a File Link.

    • Viewer: Users can view individual entries, folders, and workspaces that are shared with them; users can view the contents of the folders and workspaces that are shared with them.

      This is the only option available when sharing with the public or when distributing a File Link.

    • Editor: Users can view and modify individual entries, folders, and workspaces that are shared with them; users can modify the contents of the folders and workspaces that are shared with them.

    • Contributor (Applies to Folders and Workspaces, not Entries): Users can rename or delete the shared folder or workspace. Users can create entries in the folder or workspace, rename existing entries, modify entries, move entries, and delete entries inside the folder or workspace.

  6. In the Allow re-share with section, select whether you want them to be able to share with internal users, external users, the public, or via a File Link.

  7. In the Expires field, select from the following options:

    • Never: The share never expires.

    • On: Select a given day for the rights to expire.

      Rights expire at the beginning of the day that you select.

    • After: Specify a certain number of days for the rights to remain active.

      Each day is counted as a 24-hour period from the time that you set the expiration.

  8. If you want to include a personal note in the share, specify a note in the Note field.

    Only the users and groups that you share with can read the note.

    The share note cannot exceed 255 characters in length.

  9. Select from the following notification options:

    • All recipients: All recipients in the share list are notified.

    • Only newly added recipients: Only recipients that you add to the share list are notified.

    • New and modified recipients: Only new recipients and recipients whose share rights you are modifying are notified.

    • None: No notifications are sent.

    Notifications contain the following information:

    • A link to the shared item

    • The note that was entered specifically for the user that the item is being shared with (see Step 8)

    • When the share expires (See Step 8)

  10. Click OK.

    A notification is displayed, stating that an email was successfully sent to the users, groups, or teams that you specified.