Assigning Access Rights

You decide who you share your documents, links, folders and collections with in edu-sharing. Our rights system supports you. Invite individuals or groups to read, edit or to include your content in learning management systems like Moodle.

on this page:

Assigning permissions for folders and objects

Opening the "Manage Sharing" view


The access rights are granted in the workspace view of edu-sharing desktop app (the browser).

Open the context menu for the corresponding object / folder (). Select the "Invite" option.


context menu

The "Manage Sharing" view will be opened.

Searching for users in order to assign access rights


To give one or more users rights to an object, it is necessary to find  the appropriate users in the system. You can search for single users or groups of users. 
Groups are created and maintained by the administrators of the system .  

Start entering the name of a person or group you are looking for. While typing the search will offer you results from the user management.

An icon before the proposals shows whether it is a group or a single user.

  1. "moodleadmin" is a single user, which I can assign rights to for an object / folder.
  2. "Capitol - Lehrer - Mitglied" is a group which I can assign rights to for an object / folder.


The invite tab starts searching for users within the groups of users that are member of the same shared folders as you. If the desired user or group does not show up in the results pane you can start a global search (across all users of your edu-sharing system).

Check the "global search" box to do so.

searching for the user "Mike Jackson" by means of a local and a global search


Click one of the suggestions to select the user / group for an invitation. The selected users or groups appear under the search field.

Click the (error) button next to the name to remove the selection.

 

2 selected recipients for an invitation (one user and one group)

Assigning Access Rights


After selecting the recipients for the invitation we can use the access rights to determine what users can do with your content within the repository. The rights also define what the invitee can do with the contents in connected systems ( for example, an LMS like Moodle)  .

Basically, the following access rights can be assigned:

  • viewer (The object can be found via the repository search engine and will appear in the "invited" node of the workspace. The user can view the object)

  • collaborator (In addition to the right of the viewer, the object can be edited by the licensee in the workplace and saved as a new version.)

  • coordinator (in addition to the rights of the collaborator the licensee can grant access rights to third parties)
  • publish (This right makes it possible to use the content in a connected system such as Moodle or to add it to collections. This permission can be combined with the rights "viewer" and "collaborator ". Coordinators will automatically receive the right to publish.) This right can only be assigned to objects, but not to folders and collections.

 


assigning the "collaborator right" to a user and a group

 

Users will be notified by an automated mail about the invitation. Alternatively you can write a personalized mail to the user.

By un-checking the corresponding box you can de-activate the notification.

 

 notification options


In order to check the assigned rights, switch to the "INVITED" tab of the view. All new permissions are surrounded by dashes.



Click the "APPLY" button when you have finished entering the data.


The "Invite Everyone" shortcut


In order to quickly release a folder or an object to all users of the system, there is a corresponding button in the lower part of the view for granting the access rights.

If this switch is activated, all members of your system are automatically "viewers" of the object / folder.



Assigning access rights for collections


Accessing the permissions panel


The assigned permissions are displayed on the preview images of the collections.

collections for organizational groups (left), with extended rights settings (center) and a public collection (right)


Access rights for collections are assigned when said collections are created in the edu-sharing desktop app (ie in the browser). In the Set Permissions view, you can determine who your collections are visible to.


 

There are three simple and advanced options for granting access-rights.

simple rights allocation

The following options are available:

  • Just for yourself,
  • for all members of your organization groups (e.g., "My School"),
  • for all users of your edu-sharing instance.

advanced rights allocation

In addition to these basic visibility options, you can grant specific permissions (such as edit permission) to individual users or groups.

Select the "individual persons or groups (view, collaborate or coordinate)" option and click "INVITE".

The form for managing the access rights for collections will be opened.

 

Please note that after selecting the advanced permission settings, you will no longer be able to return to the simple authorization options.

Search for users to assign rights to


To give one or more users rights to an object, it is necessary to find  the appropriate users in the system. SYou can search for single users or groups of users. 
 Groups are created and maintained by the administrators of the system .  

Start entering the name of a person or group you are looking for. While typing the search will offer you results from the user management.

The invite tab starts searching for users within the groups of users that are member of the same shared folders as you. If the desired user or group does not show up in the results pane you can start a global search (across all users of your edu-sharing system).

Check the "global search" box to do so.


Searching for users using the local and global search


By clicking on the corresponding line in the result list, the person or group is selected and appears below the search field.
By clicking on the (X) behind the name of the user to be invited, you can remove people from the "invitation".
You can now select which rights you want to assign to the collection.

assigning access rights


Using the the access rights you can determine what users can do with your content within the repository. The rights also define what the invitee can do  with the contents in connected systems (  for example, an LMS like Moodle)  .

Basically, the following access rights can be assigned:

  • viewer (The object can be found via the repository search engine and will appear in the "invited" node of the workspace. The user can view the object)

  • collaborator (In addition to the right of the viewer, the object can be edited by the licensee in the workplace and saved as a new version.)

  • coordinator (in addition to the rights of the collaborator the licensee can grant access rights to third parties)
  • publish (This right makes it possible to use the content in a connected system such as Moodle or to add it to collections. This permission can be combined with the rights "viewer" and "collaborator". Coordinators will automatically receive the right to publish.)

The effect of publishing objects in collections is described in detail here.



access rights options


Click "INVITE" to complete the rights assignment. You will be forwarded to the "Set Permissions" view. Click "APPLY".