How to Share Content

The web system lets you easily control who can:

• Add new content
• Edit content
• View content 
• Review content for publishing

You can give these permissions to individuals, or entire groups of people. Please view our documentation on Permissions for more detailed information.

What You Can Share

• You can only share content that you own or that has already been shared with you.
• You can only assign roles to others that you yourself have.  For example, someone with the 'can manage' and 'can edit' roles can assign these roles to others but but cannot assign the 'can add' role to anyone because they themselves do not posses it.

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How to Share

Before anyone can add or edit content on a site they must first be granted the appropriate permissions.  You can do this by...

1. Ensure you are logged in and navigate to the content (page / folder) you wish to share.
   • When sharing a folder you will need to click on the Contents tab and then the Sharing tab. This ensures that you are sharing the folder and not just the page that might be set as the default view of the folder.  If you see the following message highlighted in a yellow box then you are sharing the page, not the folder. 
      
   • When sharing all other content (page, news item, etc) simply click on the Sharing tab.
2. In the search box, search for the contributor you wish to add by last name. Their name should appear in the results.
   Tip: It is best to search by using a person's last name only.  The name has to match the directory exactly (e.g. John T. Doe vs John Thomas Doe) so it is sometimes easier to pick a name from a list of results with the same last name.
3. Next to the contributor's name check the box for each role you wish to assign.
   • "Inherit roles from higher levels" is currently checked by default. On a folder this means that any content added to the folder will be assign the same sharing permissions. For example, if someone is assigned the role of Can Edit to a folder he/she will also be able to edit anything that is placed within that folder.
4. Scroll down and click the save button.  The user will have the specified ability to operate within the site immediately.

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How to Share an Entire Site

1. From the home page of your site click on the Contents tab.  This ensures that you are sharing the entire site and not just the home page.
2. Click on the Sharing tab.
3.  In the search box, search for the contributor you wish to add by last name. Their name should appear in the results.
4. Next to the contributor's name check the box for each role you wish to assign.
5. Scroll down and click the save button.  The user will have the specified ability to operate within the site immediately.

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Groups

If you have a group of users who need the same role on multiple web sites or across multiple products (web system, SharePoint, etc.) then assigning them to a group might be the easiest way to grant/manage their access.  In the web system a group can be given a particular role (can add, can edit, etc.) and all users in that group will gain the given role.  A good example of when a group would be useful is when you add an intranet to your web site and wish to grant viewing access to your entire department. The intranet by default is not open to the public and can only be viewed by those who are given the can view role.  Rather than search for and assign viewing capability for every person in your department you can simply have a group created for your department and assign the can view role to the group.  To request the creation of a group please contact webhelp@med.unc.edu.

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Verifying Access

Upon visiting the sharing tab you will see an assigned roles table like the following:

This table displays who has access to the piece of content (page, folder, etc) you are on as well as what roles have been assigned to them.

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Removing Access

To remove all or part of someones access you simply un-check the roles you wish to remove.  If you see a green circle icon with a white check mark instead of the check box, this means that the role was inherited from a higher level.  You will need to navigate up through the folders containing the piece of content to the place in which access was originally assigned and where you will be able to remove access.

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