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Hi Community,

Maybe something you are running into as well.

I have shared our templates with external users that are working out of different data centers via the Shared library so they can download it.

When we update our template I have to notify them of new/updated templates.

For those working in the same data center I give them access by entering their email address in “Give external access”.

As I can’t download a file with all the email addresses, i need to keep track of it in an Excel.

Anybody who has an idea to keep track of the 100-150 external users ?

Should this be an idea instead of a question ?

 

Jan  

Hi JJV, 

Thanks for your feedback, I understand the challenges with both options you’re currently working on. We currently do not have any plans to improve the Shared Library currently, however I’m keen to understand the outcomes you’re looking for.

What are you current needs for sharing the templates externally to different accounts and also tracking this via an excel file?

Thanks

Hi Emily-Rose,

There a two things going on with this.

  1. For those that are on the same data center I can add external users via - Manage Access - ∓ New access rule - Template is available to - Users - + Give external access and add their email address.

When i do that there is no way to extract whom we have given access to so I try and keep up with it by entering it in an Excel sheet, just a lot of additional admin work and with even more when you have multiple templates and not everybody gets access to all.

The nice thing is that if and when we do an update all users will have access to that.

  1. For those working in different data centers i give them access via the shared library.

The great thing is that i can see with what organization I have share the template collection with, can’t see whom they are sharing it with and that’s not good.

When we make a change / update I need to change it in the shared folder as well and they will have to download it again, I also need to notify everybody.

 

Hope this helps

Jan Vreeling

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