Manage collaborations as guest

Manage collaborations as a guest participant

Guest participants can view collaboration workspaces and other guest organizations; join, edit, or leave a workspace; and leave a collaboration. You can also choose to sync your content manually if necessary.

View collaboration participants

Each collaboration participant can view the list of other guest organizations by completing the following steps:

1. Log in to the organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose participants you want to view.
4. Click View Guests.

On the collaboration Guests page, guest participants can see a list of other collaboration participants and their status for the collaboration.

View collaboration workspaces

A collaboration can have multiple workspaces. You can view the workspaces in your collaboration using the following steps:

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose workspaces you want to view.

   On the Workspaces page, you will see a list of workspaces in the collaboration and your group associated with the workspace, access mode, and status.

4. To see details for a specific collaboration workspace, click the name of the workspace.

   You will see a list of guest organizations with access to the workspace, as well as their access modes and status.

Edit a collaboration workspace

You can edit the group associated with a collaboration workspace and the sync settings for a workspace using the steps below, as well as edit the Name and Description options of the workspace.

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose workspaces you want to view.
4. Locate the name of the collaboration workspace you want to edit in the table, click the Action button drop-down arrow, and choose Edit Workspace.
5. Optionally create a new group or choose a different existing group to link to the workspace. Optionally edit the sync settings for the workspace. Choose the radio button for Sync immediately or Sync at scheduled intervals.
If you choose Sync at scheduled intervals, define the start time for the scheduled sync, as well as when to repeat the sync.
6. Choose how hosted feature layers will be sent to the collaboration workspace:
   • As references: Collaboration participants will receive live access to feature layers in the designated workspace. Collaboration participants must have access to view feature layers from its origin.
   • As copies: Collaboration participants will receive feature layer updates at a scheduled interval. When choosing this option:
   1. A sync interval must be set within the collaboration workspace.
   2. Sync must be enabled on each participating item in the collaboration.

   A copy of participating feature layers will be initially extracted and published as items to each participant with receive access. Once these items have been created, features are updated based on the established sync interval.

7. Click Save.

Edit a collaboration

Edit your collaboration to change the content deletion policy when removing a workspace or collaboration.

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Locate the name of the collaboration workspace you want to edit in the table, click the Action button drop-down arrow, and choose Edit Collaboration.
4. On the Edit Collaboration dialog box, specify what will happen to collaboration content when leaving a collaboration or workspace. Items sent from your organization to the collaboration can either be:
   • Removed from all participants upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, you can keep the collaborated items as long as the sending participant permits. This is the default configuration.
5. Specify what will happen to collaboration items received in your organization when a collaboration or any of it's workspaces are deleted. Items can either be:
   • Removed from your organization upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, you can keep the collaborated items as long as the sending participant permits. This is the default configuration.

   Note: The content deletion policy is configured at the collaboration level and is applied to all the associated collaboration workspaces.

6. Click Save.

Join a group to a collaboration workspace

You can join a group to a collaboration workspace, if you haven't already, using the following steps:

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose workspace you want to join.
4. Locate the name of the collaboration workspace you want to join a group to in the table, click the Action button drop-down arrow, and choose Join Workspace.
5. Choose the group that will be associated with the workspace. This can be an existing group, or you can create a new group for this purpose. A group can only be associated with one collaboration workspace.
   • If you create a new group for the collaboration workspace, it will be a private group where all group members can contribute content to the group. You can change the status and contribution settings after the group has been created if necessary. See Create Groups for more information about these settings. When you a create a new group for a collaboration workspace, you must specify tags for the group to proceed.
   • If you choose to link an existing group, the drop-down menu will show a list of all the groups in the portal, including private groups, with the exception of groups that have the update access capability enabled.
6. Choose how hosted feature layers will be sent to the collaboration workspace:
   • As references: Collaboration participants will receive live access to feature layers in the designated workspace. Collaboration participants must have access to view feature layers from the originating portal.
   • As copies: Collaboration participants will receive feature layer updates at a scheduled interval.

     Note:

     After configuring a collaboration workspace to share feature layers as copies, this setting cannot be changed.

   When choosing to send copies of hosted feature layer data:

   • A sync interval must be set within the collaboration workspace
   • Sync must be enabled on each participating item in the collaboration.

   Note:

   A copy of participating feature layers will be initially extracted and published as items to each participating portal with receive access. Once these items have been created, features are updated based on the established sync interval.

7. Click Join Workspace.
By default, when a host portal or guest portal joins a group to a collaboration workspace, the sync configuration will be set to sync immediately. You can change this by editing the workspace. Collaboration participants will receive a notification that the guest portal has joined a group to the collaboration workspace.

Edit guest organization contact person

You can edit the details of your contact person for the collaboration using the following steps:

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose contact person you want to edit.
4. Click View Guests.
5. Click the name of your portal in the list of guest portals and click Edit Contact Person.
6. Edit the Full name of the contact person and Email address of the contact person options and click Save.

Leave a collaboration workspace

You can leave a workspace in a collaboration by using the following steps:

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration whose workspace you want to leave.
4. Locate the name of the collaboration workspace you want to leave in the table, click the Action button drop-down arrow, and choose Leave Workspace.
5. Once the Leave Workspace dialog appears, click Leave Workspace.

   The Leave Workspace dialog box will display a summary of the content deletion policy and will indicate how sent and received content will be maintained within the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

Leave a collaboration

You can leave a collaboration by using the following steps:

1. Log in to your organization as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration you want to leave, click the Action button drop-down arrow, and choose Leave Collaboration.
4. Click Leave Collaboration.
5. Once the Leave Collaboration dialog appears, click Leave Collaboration.

   The Leave Collaboration dialog box will display a summary of the content deletion policy and will indicate how sent and received content will be maintained within the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

   The collaboration host's administrator will receive a notification that you have left the collaboration.

Content that members of your organization had shared with the collaboration will be removed from the participating collaboration workspaces at the next sync. The collaboration host's administrator will receive a notification that you have left the collaboration.

Synchronize a collaboration workspace on-demand

You can synchronize a collaboration workspace on-demand by completing the following steps:

1. Log in to your portal as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration you want to synchronize.
4. Locate the workspace that you want to synchronize. Click the Action button drop down arrow and choose Sync Workspace .

Any new and updated content will be sent and received according to your organization's access to this workspace. Synchronization results can be viewed on the collaboration summary page under Scheduled Syncs.

View synchronization status

You can view the synchronization status for your organization by completing the following steps:

1. Log in to your portal as an administrator.
2. Browse to Organization > Edit Settings > Collaborations.
3. Click the name of the collaboration you want to view.
4. Click the name of the collaboration workspace for which you want to view the synchronization status.
5. On the collaboration workspace summary page you can view the latest synchronization status for both scheduled and immediate syncs . Possible statuses are:

   Scheduled Syncs:

   • Last Sync - displays the date and time for the most recently scheduled synchronization.
   • Status - displays the state of the last scheduled synchronization. Possible status states are:
     • Succeeded - indicates that the synchronization off all items completed successfully.
     • Succeeded with Failures - displays in cases where the synchronization completed but some items failed to be shared.
     • Failed - displays when the synchronization failed and no items were shared. Click the Failed link for additional details.

   • Last Complete Sync - displays the date and time of the last synchronization where all items were shared successfully.

   • Next Complete Sync - displays the date and time of the next scheduled synchronization.

   Immediate Syncs:

   • Last Sync - displays the date and time for the last immediate synchronization.
   • Status - displays the state of the last immediate synchronization. Possible status states are:
     • Succeeded - indicates that the synchronization off all items completed successfully.
     • Succeeded with Failures - displays in cases where the synchronization completed but some items failed to be shared.
     • Failed - displays when the synchronization failed and no items were shared. Click the Failed link for additional details.