8.13. Sharing Objects

Engineering Knowledge Manager

User's Guide | Chapter 8: Managing Repository Data |

8.12. Creating Shortcuts to Objects |  | Chapter 9: Version Control and Access Management
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## 8.13. Sharing Objects

If you have Shared access, you can share files and folders with other EKM users. When you share an object, an email is sent to the users with whom you have shared the object. The email contains a link to the selected object. When recipients click on the link, they are taken to EKM, where the content of the file or folder is displayed.

To share objects:

1. Select the object(s), then select (More) > Share.

2. In the Share dialog box, specify the users or groups with whom you would like to share the object. You can do this in the following ways:

   - Start typing the group name or user's first name, last name, or username in the Specify users/groups to share with box. As you type, a list of possible matches is displayed, enabling you to make a quick selection.

   - Click the arrow next to the Specify users/groups to share with box to display a list of all users and groups, then make the desired selection.

   Once you have selected a group or user, click Add to add them to the share list.

3. If you would like to add a message to the body of the email that will be sent, enter it in the Add message pane.

4. Click OK to send an email to the selected users/groups.

If a recipient is currently signed in to the EKM workspace where the object resides, they will immediately see the content of the shared file or folder when they click the link in the email. If the recipient is not currently signed in to the EKM workspace, they will first be presented with the EKM sign-in screen and prompted to enter their credentials before being taken to the object.

If the object normally launches a dialog or action when selected in EKM, then the same will occur when the recipient accesses the object through an email link. For example:

- Custom applications launch directly.

- Processes and tasks open in the Processes section.

- Process templates launch the New Process dialog box.

- Job templates launch the job wizard.

Note:

- To be able to share an object with someone, you must have Shared access and modify permission on the object.

- The workspace in which the object resides must be one that the recipient is allowed to access.

- Sharing an object with someone who does not have access permission on that object automatically grants access permission to that person.

- To be able to receive share notifications, users must have an email address specified in their profile settings.

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