Set sharing and access

Each 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 is a way for people to organize items around a topic or purpose. In Hub, use groups to help organize the 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 an edit group can update sharing controls on items that they own.

Set sharing level and group access

Sharing an item with a group that is labeled View only group (View group) provides members of that group with the ability to search and view the item, such as a page or a story map. They cannot edit the item unless they are the item's owner (the person who originally created the item).

If you want others to edit an item, you must share the item with a group that was previously configured with the update capability. Only an item's owner can share to groups with shared update capabilities. These groups have a Shared update group (edit group) label.

Note:

You cannot configure an existing view group to grant update capabilities (change a view group into an edit group). Edit (shared update) groups are configured during group creation in ArcGIS Online. For more information, see Shared update groups.

If an item is shared with an edit group, any member of that group can edit it and adjust the item's sharing controls. This includes web maps, story maps, and datasets. Select 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.
2. In your user workspace, select the Content pane.

   If needed, select your user profile and select View workspace to open your user workspace.

3. Select the Manage button next to an item (displays for items you can edit) to open the item's workspace. Select an item name to view the item.

   Alternatively, from the live view of an item, select the Manage button.

4. In the content workspace, select Settings and select the Sharing pane to manage access and sharing. Under Sharing level, choose from the following visibility options:
   • 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.
5. Under Group sharing, share the item with groups to allow view or edit access. Choose Select groups under Edit access to allow the people in these groups to edit this item. Choose Select groups under View access to allow the people in these groups to search and view this item, if it is not shared to the public. Choose groups and select Add.

   Note:

   Followers groups and event registrants groups are all View access groups. You can share specific items to only these groups by choosing Owner and selecting the appropriate group.

   Note:

   Selected edit groups appear under Edit access. Selected view groups appear under View access. Learn about managing groups.

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 when signed in to Hub.

An item on a site is shared independently of the site or page on which it's displayed. You must verify that all content belonging to a site or page is shared with the appropriate audience.

To share internal sites and pages, complete the following steps:

1. Sign in to ArcGIS Hub.
2. In your user profile, select the Content pane.

   If needed, select your user profile and select View workspace to open your user workspace.

3. Select the Manage button next to the site or page to open the workspace.
4. Select Settings and select the Sharing pane to manage sharing. Under Sharing level, select Organization to share the site or page with anyone who has an account with your organization's subscription to ArcGIS Online.

   Note:

   Ensure that site or page content, including all apps and datasets, is also shared with the organization. Refer to Set sharing level and group access.

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. To open the Customize menu, select Edit and select Layout.
3. Add an appropriate card to a new row or an existing row for the items that you want to display. The items shared on the row must also have sharing controls set to the intended audience.
4. Under Visibility in the side panel, select Limit to group and choose one or more groups.
5. Select Save layout.