Data Organization and Shares
Sharing Data
10.2.1. Sharing data
The following options exist:
You can share email folders with internal users with read access. If you share an email folder, its subfolders will not be shared.
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You can share address book and task folders with internal users with read or edit access, with external partners only with read access.
Note: The global address book can not be shared.
You can share calendars with internal users and external partners with read or edit access.
In the Drive app, you can share folders and files with internal users and external partners with read or edit access. If you share a Drive folder, its subfolders will be shared automatically as well.
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In all apps except for the Email app, you can also create a public link and pass it on to other persons.
Persons with the link can read the shared data but not edit them.
Note the following:
In all apps except for the Drive app, shared folders are marked with the icon . In the Drive app, shared objects will be displayed below the folder.
If you share an email folder with an internal user, the internal user has to subscribe to this email folder in order to be able to read the emails in this folder, see Subscribing to shared or personal email folders.
When sharing items, internal users or external partners are granted certain permissions for the shared data, see Which permissions can be used? and Use cases for permissions.
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In order to share data, you need to have administrator permissions for the respective folder.
You have the exclusive administrator rights for your personal address book, calendar and task folders. You can not grant administrator rights for these folders to other users.
If external partners access a share, the following rules and procedures apply:
You select the persons and their permissions for accessing a shared item. Depending on the permissions, external partners will be signed in to the groupware with or without entering a password.
A guest user can only view data and the respective apps that have been shared with the guest user.
A guest user does not have access to the following elements: the Email app, the Portal app, the global address book.
A guest user can not share items.
How to share data with internal users or external partners:
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Select the app that should be used for sharing data. Select a folder in the folder view.
In the Drive app, you can also select a folder or file in the display area.
Note: Depending on the app, some folders can not be shared.
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Click the icon next to the folder name. Click on .
Click on in the Email app.
In the Drive app, you can also click on in the toolbar or use the context menu in the display area.
The window for granting permissions opens.
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Note: The following option will not be available in the Email app.
In , you can define whom to grant access to the data:
If you exclusively want to share the data with specific persons, select .
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If you want to share the data not only with specific persons, but with all persons who get a link to the data, select .
Persons with the link can only read the shared data. Other permissions can not be granted for public links.
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To invite the wanted persons, enter a name or an email address in .
To set a person's permission, select a user role in .
To adjust the user role of a person added, click on the assigned user role next to the person or on .
To remove a person's permission, click the icon next to the person. Click on .
If you invite persons, the input field will be displayed. If required, enter a message.
If you selected , you can pass on the link by clicking on next to the link.
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In order to adjust the settings, click the icon in the title bar. The following settings are available:
Link options:
To set a time limit for the access to the shared data, select a time frame in .
To protect the access with a password, enter a password in . Make sure the recipient of the public link receives the password.
Invitation options
To automatically send a message to persons who are invited by you to a shared item, enable .
Subordinated actions:
Related topics: