Making Collection Folders Public or Private

Introduction

Using the option in the right-click context menu, you can share a Collection folder specifically with other users based on their role, their user name, or a combination thereof.

You can also choose to make a Collection folder private, by denying visibility to specific users based on their role, their user name, or a combination thereof.

This functionality is additional to the ability to share (Sharing - Make Public) a Collection folder with all users or deny (Sharing - Make Private) access to all users.

Note:

Selecting either of the following options, Sharing - Make Public or Sharing - Make Private, overrides any options to share or deny access to a Collection folder based on role or user name. See Creating Public Collections Folders This functionality is not available for the My Collections folder.

Granting Collection Folder Access by Role or User

Use this option when you want to make a Collection folder public, and share with specific individuals, or a specific group or groups, based primarily on their role.

Steps

1. Right-click the Collections folder that you want to share with specific roles or persons.
   
2. Click to select the Share by User/Role dialog box.
3. Select the steps that correspond to your preferred sharing options.

If you want to do this...	Choose this option...
Provide Collection folder access to a group, based on role.	Place your cursor in the text box and begin to type the role name. The matching role name moves to the top of the list. Optional: Scroll down the list to locate the role name. Select the preferred role from the list. Click to select Allow. Click Save. Repeat the steps above to add additional roles to the list. Click Save and Close when your list is complete.
Provide Collection folder access to an individual user.	Place your cursor in the text box and begin to type the first and last name, or user name. The matching user's name moves to the top of the list. Optional: Scroll down the list to locate the user name. Select the preferred user from the list. Click to select Allow. Click Save. Repeat the steps above to add additional user to the list. Click Save and Close when your list is complete.

Results

• The users in the role or roles you selected now have access to the Collection folder.
• The individual user or users you selected by name now have access to the Collection folder.

Denying Collection Folder Access by Role or User

Use this option when you want to share a Collection folder, but you also want to deny access to specific individuals, or to a specific group or groups.

Steps

1. Right-click the Collections folder that you want to share with specific roles or persons.
   
2. Click to select the Share by User/Role dialog box.
3. Select the steps that correspond to your preferred sharing options.

If you want to do this...	Choose this option...
Deny Collection folder to a group, based on role.	Place your cursor in the text box and begin to type the role name. The matching role name moves to the top of the list. Optional: Scroll down the list to locate the role name. Click to select the preferred role from the list. Click to select Deny. Click Save. Repeat the steps above to add additional roles to the list. Click Save and Close when your list is complete.
Deny Collection folder access to an individual user.	Place your cursor in the text box and begin to type the first and last name, or user name. The matching user's name moves to the top of the list. Optional: Scroll down the list to locate the user name. Click to select the preferred user from the list. Click to select Deny. Click Save. Repeat the steps above to add additional user to the list. Click Save and Close when your list is complete.

Results

The users in the role or roles you selected are denied access to the Collection folder.

The individual user or users you selected by name are denied access to the Collection folder.

Related Topics

Creating Public Collections Folders