Set sharing and access

Every item—including sites, pages, and web maps—that is created or shared with ArcGIS Hub has sharing controls. This allows you to choose who can view and edit the content shared on your sites and pages. Hub content is stored as ArcGIS Online items and managed using groups, so can be shared through the ArcGIS Online sharing framework.

Note:

A group allows you to organize items around a topic or purpose, such as content you want to share on your sites and pages. For more information, refer to Add and manage content and Use groups.

Administrators and the item's owner (the user who originally created the item) can change the sharing settings of an item, including the site and any pages. Administrators can manage other members' items in ArcGIS Online. Staff members, partners, and community members who are added to a shared update group can only update sharing controls on items that they own.

Set sharing level and group access

Unless they are the group owner or group manager, members of a view-only group have limited capabilities. Sharing an item with a view-only group provides members of that group with the ability to search and view the item, such as a page or a story. They cannot edit the item unless they are the item's owner (the user who originally created the item).

Learn more about groups

If you want others to edit an item, you must share the item with a shared update group. Only an item's owner can share to shared update groups. If an item is shared with a shared update group, any member of that group can edit it and adjust the item's sharing controls. This includes web maps, stories, and datasets.

Note:

You cannot configure an existing view only group with shared update capabilities. The shared update capability can only be configured when creating a group. You cannot change this configuration once the group is created.

Learn more about shared update groups

You can manage sharing controls for a content item in the item's workspace. Click the Save button to save changes made on each pane before navigating to a different pane.

To manage access for an item, complete the following steps:

1. Sign in to ArcGIS Hub.

   Your user workspace appears on the Overview pane showing recently modified sites.

   Note:

   If you are already signed in, click your username in the top corner and select View workspace to open your user workspace.

2. To update sharing on a recently modified item, find the item in the table and click the Manage button .

   If the item is not listed in the table, complete the following steps:

   1. In the side pane, click the Content tab .
   2. Use the Search bar, filters, and sorting options to find an item.
   3. Click the Manage button for the item.

   The item's Details page appears.

3. In the side pane, click the Settings tab , and click the Sharing tab .

   The settings for sharing level and group sharing appear.

4. For Sharing level, choose one of the following:
   • Public —Everyone can see this content.
   • Organization —All members with an organization account and groups can see this content.
   • Owner —Owner and groups with access can see this content.

   You can also update the group sharing settings to grant edit or view access to members of selected groups.

5. To grant edit or view access for the item to one or more group, complete the following steps:
   1. Under Edit access or View access, click Select groups.

      The Select groups window appears listing the groups that are compatible with either edit access (shared edit groups) or view access.

      Note:

      Followers groups and event registrants groups both view-only groups. You can share specific items to only these groups by choosing Owner for the sharing level and selecting the appropriate group.

   2. Click the check box for a group to select it.

      You can select multiple groups to add access for at the same time.

   3. Click Add.

   The selected groups are listed under the headings based on the access granted.

Share internal sites and pages

You can share sites internally or restrict the visibility of certain content on your sites. For instance, you can share a site and its pages internally so that only members of your organization can download data.

To share sites and pages with everyone in your organization, set the sharing level to Organization .

To share sites and pages with a subset of users, set the sharing level to Owner and grant view access for one or more groups.

In both cases, the members of the organization or groups with view access will need to sign in to access the site or pages.

Note:

An item on a site is shared independently of the site or page on which it's displayed. Ensure that site or page content, including all apps and datasets, is also shared at the same level.

Limit visibility by row

You can limit who can see certain content by row on a site or page.

To limit visibility by row, complete the following steps:

1. Open a site or page in edit mode.
2. Add a row to the layout if necessary.

   Learn more about designing the a site layout

3. Hover your pointer over a row in the layout.

   The side toolbar for the row appears.

4. On the side toolbar, click the edit button .

   The Layout pane appears showing settings for the row.

5. Click Visibility to expand the menu options.

   You can choose to match the visibility with the site or page, or limit visibility to a group.

6. Click Limit to group.
7. Click Select groups.

   The Select groups window appears with a list of compatible groups.

8. Click the checkbox for a group to select it.

   You can select multiple groups to add access for at the same time.

9. Click Save.

   The selected groups are listed under the Visibility settings.

10. Click Save layout.