Shared Resources

This settings page is only available to domain administrators and system administrators with the proper permissions.

On the Sharing page, administrators have the ability to create Resources, Public Folders, and/or User Groups for all users of the domain.

Resources

Resources are, generally, things that can be, or need to be, scheduled for use. These include:

• Conference Rooms - Conference Rooms are used in conjunction with meetings/events that are created, so they have an "availability" attached to them since they can be reserved. When creating a new event in a calendar, a shared conference room can be selected for the location of that meeting/discussion/event.
• Equipment - Equipment acts similarly to Conference Rooms as equipment can be reserved and used as needed. As such, it has an availability, just like a Conference Room. Therefore, a piece of equipment can be something that would require reservation to use, like a set of lights for a photo shoot, a forklift, or other type of equipment.

When clicking the New Resource button on the Sharing card, the domain administrator is presented with a modal window that contains the following information to be filled out:

• Name - The name of the resource. It's always a best practice to name the shared resource something that will be easily identified by users. For example, if the resource will be a conference room name the resource the same as the room designation. For example, South Conference Room or Main Hall. For equipment, something like "Sony Projector" or similar.
• Type - The type of resource being added: Conference Room or Equipment.
• Users - Here, you'll enter individual users that will receive the share. Enter only the username of the account. (For example, for user account, "jdoe@example.com", you would enter "jdoe".) Once you begin typing the username, you'll notice a second line appears below where you're typing. This allows you to share the resource with any number of individual users.
• User Groups - User Groups can be selected to give permissions to specific subsets of users on the domain. By default, two groups are always available: Everyone and Admins. If other User Groups have been created, they'll appear in this dropdown list.
• Access Permissions - Next to the usernames you've added, or the User Groups selected, you'll want to set the type of access for each:
  • None - This option can act as a negator for permission settings. For example, if you provide access to the Admin user group, you can omit one or multiple of those Admins by entering their name in the Users field and selecting None for their access.
  • Manage - This option allows Users or User Groups to fully edit the shared data.

Public Folders

Public folders are items that users generally have access to for their own personal use, but rather than being owned and managed by a particular user, they're created by the domain administrator and can be shared with everyone on the domain, individual users, or even one or more user groups. The primary difference is that Public Folders are NOT connected to a particular account. Instead, they're attached to the domain as a whole. Any domain administrator can manage public folders, making them more versatile for domain users. Public folders include:

• Contacts - Domain Contacts can include individuals or companies that pertain to certain departments, certain groups of people, or even entire divisions. This helps keeps these types of contacts consistent, and up-to-date, as opposed to each person keeping the contact individually.
• Calendar - Domain Calendars can be used for company-wide events such as company holidays, payroll or PTO schedules. Domain calendars show up as "subscribed" calendars for users and can be displayed/hidden in a user's Calendars area just like other calendars.
• Tasks - Domain Tasks can be things like marketing planning, group projects, or quarterly reporting — basically, any task that entails enlisting one or more individuals or groups of people to complete.
• Notes - Domain Notes can be lists for tasks, meeting minutes, or any other type of note that is collaborated on by more than one individual, or a group of people.

To create a public folder, click the New Public Folder button on the Public Folders card. To edit an existing public folder, simply click on its name. A modal window will pop up with the following options:

• Name - The name of the folder. It's always a best practice to name the folder something that will be easily identified by users. For example, if it's a calendar, it can be named for its use. For example, PTO Calendar, or Release Dates.
• Type - The type of folder being added: Contacts, Calendar, Tasks, or Notes.
• Users - Here, you'll enter individual users that will receive the share. Enter only the username of the account. (For example, for user account, "jdoe@example.com", you would enter "jdoe".) Once you begin typing the username, you'll notice autocomplete suggestions based on what you've typed. Simply continue typing the full address or select the proper address from the suggestions.
• User Groups - User Groups can be selected to give permissions to specific subsets of users on the domain. By default, two groups are always available: Everyone and Admins. If other User Groups have been created, they'll appear in this dropdown list.
• Access Permissions - Next to the usernames you've added, or the User Groups selected, you'll want to set the type of access for each:
  • None - This option can act as a negator for permission settings. For example, if you provide access to the Admin user group, you can omit one or multiple of those Admins by entering their name in the Users field and selecting None for their access.
  • Read-Only - This option allows Users or User Groups to see the shared data, but they do not have the ability to edit the item.
  • Manage - This option allows Users or User Groups to fully edit the shared data.

User Groups

User Groups are used when permissions need to be give to specific subsets of domain users in order to access shared resources. For example, if a business wanted to make it easy for members of its Sales Department to share their calendars with other team members, the domain administrator would create a User Group for all the Sales Department employees.

By default, there are permanent user groups that cannot be edited:

• Everyone - All users on the domain belong to this group automatically.
• Administrators - All users that are marked as domain administrators for this domain belong to this group.

To create a new User Group, click the New User Group button on the User Groups card. To edit an existing user group, simply click on the corresponding group name. A modal window will pop up with the following options:

• Name - The friendly name of the user group. For example, "Sales Team".
• User - The individual Users you want to add to the user group. Start typing the username and it will be displayed. Simply select it to add it to the User Group.
note: Aliases can not be added to a User Group.

Regardless of whether you're creating shared Calendars or Conference Rooms, or setting up User Groups, be sure to save your information after you've finished your edits.