Many of the objects created in Communications Control can be shared with other teams and thus made accessible to them. These include topics, contents, ideas, and assets.
An overview of the topics in this article:
- Sharing topics
- Sharing content
- Sharing ideas
- Sharing assets and folders
- Bulk-sharing objects
- Storing shared objects
How to Share Topics
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Open the topics module and click the Share topic option in the three-dot menu on the left side of the page.
Info: If the Share Topic icon is colored pink, this indicates that the topic is already shared with at least one other team. The settings can be adjusted, or the sharing can be stopped.
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A popup opens where you can set the sharing options. These include a start date and optionally an end date, the selected team(s), and a note about the shared topic. Restrictions (locked fields) can also be entered.
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Once all the information is entered, click the Share button.
How to Share Content
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Open the Content module in any view and click the Share Content option in the three-dot menu of the content you want to share.
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A popup opens where you can enter the sharing options. First, select whether you want to share the content with other teams or external users.
When sharing with another team:
Enter the start date, end date, selected teams, note, and any editing restrictions.When sharing with an external user:
Switch to the External Users tab and select the external user(s), an expiration date, and optionally a password. Passwords are sent out in a separate email. -
Click Share or Save, and the content will be shared with the selected users. When sharing with external users, they will be notified by email. Learn more about external users here.
How to Share Ideas
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Open the Ideas module in any of the tile or table views and click Share Idea in the three-dot menu.
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A popup opens with the sharing options. This contains the note, start date, end date, and team selection fields.
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Click the Share button, and the selected ideas will be shared with the selected teams.
How to Share Assets and Folders
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Open the Digital Asset Management in any view and click on Share in the three-dot menu.
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A popup opens where the sharing options need to be entered. The fields are: Note, start date, end date, and team selection.
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Click the Share button, and the asset or folder will be made available to the selected teams via the shared library at the entered time.
How to Share Multiple Objects at Once (Bulk Option)
If multiple Communications Control objects are to be shared with other teams or external users, you can use the bulk functions within an object group, for example, the contents.
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Open any view in the Topics, Content, Ideas module, or Digital Asset Management.
Exception: Bulk selection is not possible in the Kanban view of content.
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Select all objects to be shared by clicking on the boxes.
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In the bulk options, which appear in a bar above the objects, click the Share icon.
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Proceed as in the regular sharing process.
After Sharing: Accessing Shared Objects
After sharing objects - no matter if topic, content, idea, or asset - they will appear in the shared library in the corresponding area in the category Shared with internal users or Shared with internal users.
Click the share icon at the bottom right of the object to open the sharing options and edit afterward or stop the sharing process completely.
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