Sharing resources
Resources and collections each have a 'Share' option that allows them to be shared with other users, as well as with non-users of the system, for more flexibility.
Resources aren't sent directly, either to users or non-users: instead, a URL is generated to act as a link to the resources. This means very large collections can be shared with ease and security. The links contain a unique key, permitting access only to that specific resource or collection, and the sender also has the option to choose the level of access the recipient will have.
For both collections and individual resources, you'll have these sharing options:
- Email - Choose this option to enter a list of ResourceSpace usernames (you can also enter full names or groups), or external email addresses, to send your resource or collection link to. Existing users will receive an internal access link to the resource / collection, and non-users will receive an external access link. You'll also be prompted to set a permission level and expiry date. We recommend using the option to add a message too - this will make your share link more personalised.
Generate URL
- You can create either an internal link which can be sent to other users of the system, or an external link that anyone can use to view the resources: just copy and send the link as appropriate.
- When generating an external share, you're able to set:
- The access level - an open share will allow the resources to be downloaded, a restricted share will not
- An expiry date for the share
- The user group that the external user will emulate - this is dependent on permissions and your specific system configuration
- A password to access the share (optional). From version 10.4, system config. $share_password_required can be used to make setting a share password required when creating new shares or editing existing shares.
Editing or removing an external share password
Once a password has been set for an external share it cannot be viewed, however it can be changed or removed. Removal of a password is not possible with config. $share_password_required = true.
To change or remove an existing password, follow the steps to share the collection or resource as before and you'll see a list of existing external shares. Click on the relevant share ID, or the Edit link. You can then either type a new password, or clear the password field to remove it, before clicking Save.
For collections, you also have the option to Create a new dash tile which will be placed on the ResourceSpace home page to act as a link to the collection.
System Settings
The following settings can be managed in the system configuration to manage how external share links can be set to expire.
- $resource_share_expire_days - The maximum number of days ahead that a share can be set to expire
- $resource_share_expire_never - Enables/disables the option to create external share links without an expiry date
- $resource_share_expire_days_default - (v10.4+) The default number of days in the future to set a new external share link to expire