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Smart Content Sharing

Understand your options to sharing content outside your company hub

Laura Higley avatar
Written by Laura Higley
Updated this week

Smart Content Sharing Overview

In today's digital age, effective content sharing across companies is crucial for seamless, effective collaboration. Whether it's working with consultants, engaging in joint ventures, managing owner-supplied content, or utilizing manufacturer-supplied content, each scenario presents unique challenges and opportunities. Let's explore these use cases in detail.

Permissions and Access Control

Collections manage permissions by User Group and allow for read, download/insert, upload, and edit access, enabling easy access by authorized users. By clearly defining these permissions, teams can maintain control over the integrity of the content. Implementing these permissions at the collection level allows for each collection of content to have appropriate access.

It is important to note, while collections manage permissions for their content, the same content can belong to multiple collections. Editing content in one collection updates it across all collections where it is included, as it is the same item.

How to Manage Sharing for External Users

Managing external users follows the same process as managing internal ones. Users must meet the User Requirements for Content Catalog before they can be added to User groups and granted permissions. Detailed step-by-step instructions and best practices are available in the Manage User Groups and Manage Collections articles.

Content Sharing Use Cases

Consultants and Subcontractors

When collaborating with consultants and subcontractors, content sharing becomes essential to keep all parties on the same page. Consultants often build content tailored to specific project needs, and subcontractors may be hired to work on particular aspects of a project. In these cases, it's important to have a system that allows for easy downloading and sharing of content between the main contractor and the subcontractors.

Possible Permission Configurations:

  • Read, and download/insert access. This enables them to review content and use content accordingly without altering the original.

  • Read, download/Insert, and upload access. This allows the same as above, while still maintaining the ability to propose updates to content or new content by upload. The administrator or editor of this collection will be able to approve or decline the upload.

Joint Ventures and Co-Designs

Joint ventures and co-designs represent a more integrated form of collaboration, where multiple parties contribute to the creation of a final product. In such cases, content sharing needs to be more dynamic, allowing for real-time updates and contributions from all involved parties. This crowd-sourced approach allows the final product to benefit from diverse input and expertise.

Possible Permission Configurations:

  • All Parties: Read, download, and upload permissions to facilitate dynamic collaboration and streamline the approval of contributions by Collection Editors.

  • Content Managers/Power Users: Read, download, upload and edit access to oversee the Collection being shared, manage permissions, and align the collaborative efforts with project goals.

Owner-Supplied Content

Owner-supplied content involves the owner of a project providing specific content or information that must be integrated into the project. Effective content sharing in this context helps meet the owner's requirements and seamlessly incorporate the provided content into the project. This often involves setting up a system where the owner can easily upload and share content, and the project team can access and utilize this content as needed.

Possible Permission Configurations:

  • Owner: Read, download/insert, upload and edit access to provide and make necessary content updates to enable its integration into the project.

  • Project Team: Read, and download/insert permissions to access the owner's content and enable its appropriate use.

* It is important to note that for this use case with current functionality, all users will need to be managed individually by the admin of the Owners ACC Hub.

Manufacturer-Supplied Content

Manufacturer-supplied content is another critical use case, especially in industries where specific components or materials are provided by manufacturers. Sharing this content effectively can help the project team access the latest specifications, guidelines, and updates from the manufacturer. This can involve setting up a dedicated content library managed by the project team, with the ability for manufacturers to submit updates and new content as required.

Possible Permission Configurations:

  • Manufacturers: Read, download, upload and edit access to manage new content, specifications, and updates.

  • Project Team: Read and download/insert permissions to access the latest manufacturer-provided content, enabling compliance with up-to-date standards.

  • Content Developers: Read, download, upload and edit permissions to organize and integrate the manufacturer's content into the Collection.

*It is important to note that for this use case, under Content Catalog’s current functionality, all users will need to be managed individually by an Admin of the Manufacturer’s ACC Hub.

Conclusion

In conclusion, effective content sharing is a cornerstone of successful collaboration in various scenarios. By understanding the unique requirements of each use case—whether it's working with consultants, engaging in joint ventures, managing owner-supplied content, or utilizing manufacturer-supplied content—organizations can enhance their collaborative efforts and achieve better outcomes. Implementing robust content sharing systems tailored to these specific needs will empower all parties with the resources they need to contribute effectively to the project.

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