Sharing items in Portal for ArcGIS

If you've added an item to the portal website or created a map, you can share it with others. By default, your item is private, which means it does not appear in search results and isn't part of any group. You have several options for sharing your items:

• Everyone—Sharing with everyone makes your item public; anybody who has access to the portal website can find and use it, and group owners can include it in their group content.
• Your portal—To ensure only members of your portal have access to an item, you can share it with just your portal.
• Groups—If you are a member of a group, you can share your item with that group. Sharing with specific groups restricts access to a smaller, more focused set of people.
• Groups and your portal or everyone—You can share an item with a larger audience (everyone or your portal) then also share it with a specific group. This allows you to categorize your item as especially relevant to a particular group while still making it available to others in your organization.

You can also share public items you don't own through links and e-mail. If you are a group owner, you can share public items to your group. The following sections explain how to share your items.

Sharing your item with everyone

Sharing an item with everyone makes it available to anybody who has access to the portal website. Public items can also be added to any group by that group's owner. If you want to link or embed your map in a website, be sure it's shared with everyone. For more information, see Sharing web maps.

Steps:

1. Be sure that you are logged in to the portal website.
2. Open My Content.
3. Check the check box next to the title of the item you want to share.

   You can share multiple items simultaneously by checking multiple titles, or you can share all the items in a folder simultaneously by checking the box next to Title.

4. Click the Share button.
5. On the Share window that appears, check Everyone (public) and click OK.

Sharing your item with the portal

Share your items with the portal if you want all members of your portal organization to have access to it, but you do not want people who are not members of your portal to have access to it.

Steps:

1. Be sure that you are logged in to the portal website.
2. Open My Content.
3. Check the check box next to the title of the item you want to share.

   You can share multiple items simultaneously by checking multiple titles, or you can share all the items in a folder simultaneously by checking the box next to Title.

4. Click the Share button.
5. On the Share window that appears, check the box next to the name of your portal and click OK.

Sharing your item with a group

You can keep your item semiprivate by sharing it only with a group or groups you belong to.

To share an item with a group, follow these steps:

Steps:

1. Be sure that you are logged in to the portal website.
2. Open My Content.
3. Click the check box next to the title of the item you want to share.

   You can share multiple items simultaneously by checking multiple titles, or you can share all the items in a folder simultaneously by checking the box next to Title.

4. Click the Share button.
5. On the Share window that appears, check the box or boxes next to the group or groups you want to share the item with.

Sharing your item with everybody and a group

Consider sharing an item with everybody and a group when you want everybody to have access to your item but you also want to highlight the content within a group setting. This is especially appropriate for focused group work where all members benefit from seeing a list of specific content they can use for collaboration and exchange. For example, as a fire agency that produces burn maps, you want the general public to find and view the maps but you also want members in the fire agency group to use the maps as templates for creating their own local versions.

Sharing your item with your portal and a group

Share your item with your portal and a group if you want only members of your organization to have access to it, but you also want to highlight the content for a specific group. For example, as a risk management analyst for an insurance company, you need to share certain items you create with all members of your organization but cannot allow nonmembers to have access to them. You might also want to share the items with a group comprised of the other risk management analysts, to make the items easier for them to find.

Sharing public items you don't own

You can share other people's public items you've discovered on the website. For example, you can share a public web map by posting it on a social networking site, e-mailing a link, or embedding it in a website or blog. For more information, see About using web maps. If you are the owner of a group, you can share public basemaps, applications, and other items to your group. For more information, see Owning groups.