Creating Shared Folders

The shared content node and its subfolders facilitate the cooperation of your users. They can be used like shared drives with defined access rights for groups of users.

In the context of educational institutions you can use the shared content node to provide each chair of an institute with their own folder structure.
In order for a user to be able to use the "shared content" area, he must be a member of at least one organization group, to which an organization folder has been assigned.

In the school context, the organization folder often bears the name "My School" or the name of the educational institution. The organization group includes all users of an organization (e.g. a school).

Once created and connected to the corresponding group the organizational folders will appear just below the "Shared content" node. Users who belong to a number of organizations (for example, a teacher who teaches at two schools) can find two or more organizational folders.

Below the organization folder users with appropriate access rights can create a folder structure (e.g. a folder for a school class in which all members of the "Teachers" group can create new objects, but the group of learners has only read access). In this regard the organisation folders are the root folders for each organisation within the shared content node.

"shared content" is a special node in the folder structure of the repository. It can be accessed by means of the workspace or via WebDAV.


organisation folder (Baumschule) with subordinate group folders in the workspace and via WebDAV

In order to create an organisation folder within the shared content node you will need to follow these steps:

  1. Create a folder for the organisation.
  2. Create a group for the organisation.
  3. "bind" the folder to the group.
  4. Assign the appropriate access rights to the folder.
  5. Disable the inherited rights for your organisation folder which have been set by default.

The "folder templates" tool can help you creating organisation folders with sub folders from templates.

on this page:

creating an organisation folder

Log into edu-sharing as the administrator and open the workspace.

We suggest creating a folder that is going to contain all future organisation folders. This will help you to keep track.

Create the folder.

creating an organisation folder

creating an organisation group

Go to the administration panel of alfresco and create a group as described here.

binding the group to the folder

Log into edu-sharing as the administrator. Switcht to the so called "mode 3" in edu-sharing by opening the following URL http://myurl.domain/edu-sharing/?mode=3.

Select the "Edu-Groups"tab


Here you can tie folders to user-groups.  Just click on "Select Group" and use the search to find the desired group. Select it using  the plus button. Click on "Continue".
Now click on the "Choose Folder" button and select the desired folder. The selected values will appear right of the buttons.
Click on "Bind"

binding group and folder

assigning the appropriate rights for your organisation folder

Now all you have to do is assign the corresponding access rights to the groups that are going to use the folders by means of our access right system .
Start by giving "viewer" rights to the organisation group. Now you can create the subordinate folder structure. Don't forget to add yourself to the corresponding groups if you want to administer the structure.

disabling the inherited rights for your folder


Open the access right settings for the organisation folder (context menu -> invite users). Open the tab "invited users".
Disable the inherited rights for the folder by unchecking the corresponding box. If you don't take this step all users in your alfresco will be able to access the organisation folder with contributor rights.