Share Document to Team as well as individuals

[Martyn Houghton]

It would be really useful to be able to share documents at the organisational container level, i.e. Team, as we want to make more use of Document Manager via Service Manager and linking to Organisational records.

As operating multiple service desks within Service Manager, it is important we control the scope of documents to elements of the organisation without having to administer at an individual user basis which is not sustainable.

Cheers

Martyn

[TrevorHarris]

Hi @Martyn Houghton

Whilst documents can only be shared with individual users, libraries can be shared with groups, therefore you can create a library for a group (or multiple groups) and then make a document available to those groups by publishing it to that library.  In this way you can make a document available to a group easily.

Hopefully this helps

Thanks
Trevor Harris

[Gerry]

Martyn,

This can be done as Trevor says above, but via libraries.  Although one layer of indirection in terms of sharing you get a lot more flexibility using this approach.  You can share libraries with roles, groups or individual users.  So the idea would be, define your libraries, share your libraries with the teams as appropriate for your structure, then share documents into libraries. 

Gerry

[Martyn Houghton]

@trevorharris , @Gerry

Thanks for the quick reply. I presume there is no logical limit on the number of libraries, as I would need to create a library potentially for each of our organisations to share internal documents related to a site, given we have some 1,150+ organisations defined?

Cheers

Martyn