Share content with collaboration groups

Supported item types can be shared across participants in a collaboration. These item types include the following:

• Web apps
• Maps
• Scenes
• Layers and views
• Imagery layer
• Files
• Insights items

When content is shared with a participant, a new folder is created under the participating administrator's folder. This folder is used to import the content and store the items, which are then shared with the group associated with the collaboration workspace. The folder is named based on the collaboration name.

When you share content with collaboration participants, the item and sublayer metadata are also shared. Only the sending organization can make edits to the metadata. Edits made to the metadata are shared with collaboration participants.

If you change the way an item is shared, you must modify the sharing settings for related items as well. For example, if a web map was previously shared with Everyone but you altered it to be shared with your organization, change the settings in any operational layers contained in the web map accordingly.

Share web apps

ArcGIS Enterprise participants can share web apps with other ArcGIS Enterprise participants and with ArcGIS Online. ArcGIS Online organizations cannot share web apps with ArcGIS Enterprise organizations. The following web apps can be shared with collaboration participants:

• ArcGIS Configurable Apps—When a configurable app is shared with collaboration participants, a corresponding web app item is created in the collaboration. The organization's shareable theme properties are also shared with the app. Collaboration participants receive a copy of the web app as well as copies of the items consumed by the app. Any utility resources included in the app, such as geocoding or printing, are updated to use the corresponding utility services on the destination URL.
• ArcGIS Instant Apps—When an instant app is shared with collaboration participants, a corresponding web app item is created in the collaboration. The organization's shareable theme properties are also shared with the app. Collaboration participants receive a copy of the web app as well as copies of the items consumed by the app. Any utility resources included in the app, such as geocoding or printing, are updated to use the corresponding utility services on the destination URL.
• ArcGIS Web AppBuilder apps—Web AppBuilder allows you to build custom 2D or 3D web apps using ready-to-use or custom widgets. Recipients of shared Web AppBuilder apps can download the corresponding code or create an app template in their organization.
• ArcGIS Experience Builder—When Experience Builder apps and templates are shared with collaboration participants, a corresponding app or template item is created in the collaboration. Theme items, as well as any related items, are also shared. Organization utility resources included with an app, such as printing, are updated to use the recipient's corresponding utility services. Only the sending organization can make edits to the app or template. URLs that are added directly to the app are referenced in the source item. Only published content can be shared with collaboration participants.
• ArcGIS StoryMaps—When a story is shared with collaboration participants, the Story Maps theme items and related items are also shared. Only the sending organization can make edits to the story. Edits made to the story are shared with collaboration participants. Only published stories can be shared in collaborations.
• Other web apps referenced by URL—ArcGIS Enterprise organizations can add an existing app as an item to their organization by providing a URL. The sharing organization references the app from its existing URL. You must ensure that receiving participants are granted permissions to access the app.

Share maps

When you share web maps that contain hosted layers with collaboration participants, corresponding web map items are created in the collaboration. You should also share any related items for the hosted layers in the web map and source data that created those layers with the collaboration group. For example, if you share a web map with a hosted feature layer published from a shapefile, share the hosted feature layer and shapefile with the group associated with the collaboration workspace. That way, collaboration participants receive a copy of the web map, a copy of the hosted feature layer, and a copy of the original shapefile.

Share scenes

When you share web scenes, feature layers contained in the web scene are shared as copies if the collaboration group is configured to share as copies.

Share layers and views

Hosted feature layers, hosted feature layer views, and federated feature layers can be shared by reference in a collaboration. This creates an item for recipient portals that references back to the live layer in the origin portal.

Alternatively, hosted feature layers, hosted feature layer views, and federated feature layers can be shared as copies with other collaboration participants. This copies the data and creates a hosted feature layer in the recipient portal. Edits to the original layer are synced with the copied layer at specified intervals. When creating a collaboration workspace, you can choose to allow two-way edits of copied layers, meaning both the sending and receiving organizations can edit the layer and synchronize updates back and forth. Types of edits supported include adding new features, editing features, or deleting existing features. Schema updates are not synchronized.

Administrators must choose whether layers are shared by reference or as copies when setting up or joining a collaboration workspace. When feature layers are shared, either as a reference or a copy, only designated members of the originating portal can edit the feature layer.

Note:

ArcGIS Online organizations participating in a collaboration can only share hosted feature layer views as copies with ArcGIS Enterprise .

Note:

An ArcGIS Server service added as an item with stored credentials will not be copied to the destination organization when shared in a distributed collaboration. When web maps or apps containing such an item are shared in a distributed collaboration, they will reference it directly from the source organization.

Share imagery layers

You can share imagery layers from ArcGIS Image for ArcGIS Online as reference in a collaboration. When you share imagery layers, you allow collaboration participants to work with the imagery layer in web maps and in ArcGIS Pro. Imagery layers that are shared as reference cannot be edited or copied to another organization. For raster analysis, members must have the ArcGIS Image for ArcGIS Online user type extension enabled.

Share hosted feature layers, hosted feature layer views, and federated feature layers as references

Sharing hosted feature layers, hosted feature layer views, and federated feature layers by reference creates a layer item for collaboration recipients and does not copy the data. The layer item in the recipient's organization references back to the original feature layer or feature layer view. To access the referenced layer, members must have access to the original organization or the layer must be shared with Everyone, or have save credentials. If the layer is secured, members must authenticate in the original organization as a member (at a minimum, a Viewer user type) who has access to the shared layer through the sharing settings.

Note:

Hosted spatiotemporal feature layers are not supported and cannot be shared in distributed collaboration.

Share hosted feature layers, hosted feature layer views, and federated feature layers as copies

Hosted feature layers, hosted feature layer views, and federated feature layers can be shared as copies. When layers are shared as copies, the data is copied to the recipient's organization and a new item (a hosted feature layer) is published. The copied item is hosted by the receiving organization, which is indicated by the layer's service URL. Shared feature layers can be edited either by the owner of the layer (one-way) or by both the owner and receiver of the layer (two-way).

For sharing edits one-way, the owner of the original feature layer can edit the layer and synchronize changes to all participants through sync intervals. Guests choose the interval at which edits are synchronized in the collaboration workspace. To share layers as copies, ensure that you have sync enabled on the hosted layer or view, or that you configured your federated layer appropriately. For sharing two-way, the owner of the feature layer can allow shared feature layers to be edited two-way by both the owner and the receiving participant. Types of edits supported include adding new features, editing features, or deleting existing features.

When you join a workspace where access includes Send content, items you add to the workspace's group are sent to the organizations that are set to Receive content.

For more information, see Share feature layers and views as copies.

Shared feature layer editing

Shared feature layers can be edited either by the owner of the layer (one-way) or by both the owner and receiver of the layer (two-way).

Edits made by owner only (one-way)

For sharing edits one-way, the owner of the original feature layer can edit the layer and synchronize changes to all participants through sync intervals. Guests choose the interval at which edits are synchronized in the collaboration workspace. To share layers as copies, ensure that you have sync enabled on your feature layers before sending.

Services that support sharing edits one-way include the following:

• Hosted feature services
• Hosted feature service views
• Feature services running on branch versioned data
• Feature services running on nonversioned with archiving data
• Feature services running on traditionally versioned data without the option to move edits to base configuration

If a feature service does not support sync, or is running on read-only traditionally versioned data, the feature service item will be shared as a reference, even if the item was shared to a collaboration workspace that is configured to share feature services as copies with one-way editing. The If unable to share as copies share as reference option allows the host organization to either send feature service items as a reference if they are unable to be sent as copies, or not share feature service items at all if they cannot be sent as copies when the above option is disabled. This collaboration workspace configuration option was added at ArcGIS Enterprise 10.8.1 for collaboration hosts and at 10.9 for collaboration guests. To learn more about how to manage a collaboration workspace and how to modify this feature as a collaboration host, see Manage collaborations as host. To learn more about how to manage the collaboration workspace and modify this feature as a collaboration participant, see Manage collaborations as guest.

Edits made by owner and receiver (two-way)

Support for sharing edits two-way was introduced at ArcGIS Enterprise 10.9. When sharing edits two-way, the owner of the feature layer can allow shared feature layers to be edited by both the owner and the receiving collaboration participants. The types of edits supported include adding new features, editing features, or deleting existing features.

Services that support sharing edits two-way include the following:

• Hosted feature services
• Hosted feature service views
• Feature services running on branch versioned data
• Feature services running on nonversioned with archiving data
• Feature services published by reference from a user manager data store

Note:

Feature services running on traditionally versioned data do not support the bidirectional syncDirection parameter and, therefore, can only be shared one-way.

The following are prerequisites for allowing edits to be shared two-way:

• For ArcGIS Enterprise, the collaboration workspace must be created at version 10.9 or later to enable this capability. Workspaces created prior to 10.9 will not support this option.
• To enable the option of two-way sharing of edits to eligible participants, the collaboration workspace must be configured to share feature layers as Copies when setting up the workspace sync settings.
• The participant configuring the collaboration workspace must have Send and Receive access.
• The participant receiving the feature layer must have Send and Receive access to the collaboration workspace.
• Collaboration participants must be using ArcGIS Enterprise 10.9 or later. The shared feature layer must meet the following requirements:
  • Has sync enabled—The feature service property capabilities should appear as follows:
    "capabilities": "Query,Create,Update,Delete,Editing,Sync"

  • Is configured to use the ArcGIS Pro service runtime
  • Supports replica tracking—The feature service layer property isDataReplicaTracked should be true:
    "isDataReplicaTracked": true

  • Supports bidirectional sync—The feature service property syncCapability should have the child property supportsBiDirectionalSyncForServer set as true:
    
    {
      "syncCapabilities": {
        "supportsBiDirectionalSyncForServer": true
      }
    }

If the feature service does not meet all the above requirements, but has sync enabled, the service will be shared as copies supporting one-way editing. Additionally, if the above requirements are not met, and the service does not have sync enabled, the service will be shared as a reference.

Note:

Either result—being shared as copies with one-way editing, or being shared as a reference—will occur, even if the collaboration is configured to share services as copies with two-way editing, if the services being shared do not meet all requirements for two-way edit sharing. Being shared as a copy with one-way edits, or being shared as a reference, will depend on whether the service has sync enabled or disabled, respectively.

A collaboration workspace configuration (introduced at ArcGIS Enterprise 10.8.1 for collaboration hosts, and at 10.9 for collaboration guests) allows the organization to either send feature service items as a reference if they are unable to be sent as copies, or allow for feature service items to not be shared at all if they cannot be sent as copies if the feature isn't enabled. This feature, If unable to share as copies share as reference, is available to both collaboration host and guests when creating or managing the collaboration workspace. To learn more about how to manage a collaboration workspace and how to modify this feature as a collaboration host, see Manage collaborations as host. To learn more about how to manage the collaboration workspace and modify this feature as a collaboration participant, see Manage collaborations as guest.

Note:

Distributed collaboration uses replication and global IDs to synchronize feature layer edits between participants when shared to a collaboration workspace as copies. Preserving global IDs ensures that any data edits for existing features will be sent as updates rather than new features.

Share ArcGIS Server services

If an ArcGIS Server service (for example, a map service or image service) is shared to the organization where it originated, as well as with a group associated with a collaboration workspace, members of other participants are still prompted for credentials when adding the service to a map. To avoid a prompt for credentials, you must share the service in the originating organization with Everyone as well as with the group associated with the collaboration workspace, or save credentials.

ArcGIS Server services that are shared with collaboration participants create items in the participant organizations that refer to the original service; the services and corresponding data are not copied to each participating organization. If a participant shares a feature service by reference, only the designated members in the originating environment can edit the original feature service.

Share files

Files, such as PDFs, shared with collaboration participants create corresponding file items in the participating organizations. Any changes you make to these files as a guest participant are overwritten when the content is synced from the item's source. The same is true of metadata associated with an item.

Mobile map packages (.mmpk) can be shared with collaboration participants if they are not owned by esri_nav.

Note:

Item comments are not synced with collaboration participants.

Share ArcGIS Insights items

ArcGIS Enterprise 10.7 and later organizations participating in a collaboration can share ArcGIS Insights workbooks, reports, models, and themes with ArcGIS Online.

Prerequisites

The following must all be true before any Insights items can be shared to a collaboration:

• Insights must be properly licensed for ArcGIS Enterprise and ArcGIS Online. For more information, see Manage licenses.
• Participants must have Insights 3.2.1 or later installed to share and receive Insights content. Items can only be shared with recipients who are using a version of Insights that is the same as or later than the sender's current version.

Note:

You can share Insights items from ArcGIS Enterprise to ArcGIS Online; however, Insights items cannot be shared from ArcGIS Online to ArcGIS Enterprise.

ArcGIS Insights workbooks and reports

Sharing Insights workbooks and reports with collaboration participants provides them with read-only access to the shared items, allowing recipients to explore your analysis. When you share your workbook in a collaboration, any subsequent edits you make to the original item are available to recipients after the next collaboration synchronization. Reports you share with recipients do not receive any ongoing edits. To provide recipients with your most recent edits, you must reshare the page with the collaboration.

Participants may not require an Insights license to view shared workbooks or reports; however, if your Insights item or its content is secured, collaboration participants must be able to authenticate in the originating ArcGIS Enterprise environment as a member who has had the source workbook or page shared with them.

Note:

If the workbook contains data added directly from a relational database supported by Insights, recipients must be able to authenticate in the originating organization as a member who has access to the relational database connection item.

For more information about the best practices for sharing a workbook or sharing a page, review the ArcGIS Insights documentation.

ArcGIS Insights models

Sharing Insights models allows participants to work within the model to explore and analyze their own data. When a model is shared with collaboration participants, the item is copied and added to each participant's ArcGIS Enterprise or ArcGIS Online organization. These new items act as snapshots of your Insights item, meaning that any subsequent edits made to the workbook or page are not reflected in the recipient's model. Recipients can reconfigure the shared model to run with their own data and parameters.

Note:

The user from the receiving organization must be licensed for Insights to open and edit a received model.

For more information about the best practices for sharing a model, review the ArcGIS Insights documentation.

Insights themes

Themes can be shared and applied to models to maintain a consistent design standard for collaboration participants.

For more information about the best practices for sharing a theme, review the ArcGIS Insights documentation.