As an Admin, you can manage the general share settings for your entire system from the Sharing Center. The Sharing Center provides oversight of various sharing options, including the default sharing permissions for videos/files and data forms shared, group sharing capability, and automatic sharing rules.
Contents:
I. Navigating To Sharing Center
Navigating To Sharing Center
To navigate to Sharing Center, go to the Management Panel on the left-hand side of your Home page and click the 'View' option.
On the next page, click the 'Sharing Center' option in the left-side panel. This will take you to a page wherein you can manage system-wide share settings.
System Share Settings
Under the System Share Settings section, you can modify the Default Sharing Permissions for videos/files as well as data forms shared within your system. This can be helpful to either ensure the files shared always share at the highest or lowest sharing permissions, depending on the needs of your organization.
- Default Sharing Permissions - Videos & Files - When a user shares a video within TORSH Talent, this will be the default selected permission. However the person sharing their video will be able to change the permission before sharing if they wish. For LMS users, when a user submits a video to an assignment, this will be the permission granted to the instructor of the course.
- Default Sharing Permissions - Data Forms - When a Data Form is shared in TORSH Talent, users with “View” permissions can only view the Data Form and are unable to make any edits. They can share the form with others as “View” only if the form is about them. Users with “Edit” permissions can modify form fields, such as adding responses, but cannot change form settings or share with higher permissions. They can share the form with others, but only with View permissions. Users with “Manage” permissions have full control over the form. They can edit fields, clone and modify the form, and share it with others using any permission level.
Group Sharing Settings
Group Sharing Settings can be helpful to allow your users the opportunity to share specific artifacts to the entire group(s) they are assigned to. You can then enable any group share made to also include all Admins in your system.
Otherwise, if you do not wish for users to share with entire group(s), you may want to disable these settings to allow for more privacy. Depending on the toggles you choose, you can enable/disable group sharing at large for specific artifact types.
- Group Sharing Includes Admins - Enable this option to include Admins when a video or file is shared with an entire group.
- Enable Group Sharing for Videos & Files - Enable the option to share with entire groups at a time when sharing a video or file.
- Enable Group Sharing for Data Form - Enable the option to share data form with entire groups at a time.
- Enable Group Sharing for Observations - Enable the option to share observations with entire groups at a time.
- Enable Group Sharing for Self Assessments - Enable the option to share self assessments with entire groups at a time.
- Enable Group Sharing for Goals - Enable the option to share goals with entire groups at a time.
- Enable Sharing with Observers - Enable the ability to share with outside observers. If this setting is enabled, any user can invite individuals who are not in your system to view artifacts.
Embed Code Settings
All video uploads made to TORSH Talent can provide an embed code that can be used to embed the video file outside of the platform for quick viewing elsewhere. In this section, you can enable/disable the ability for videos to provide an embed code.
Sharing Rules
In the Sharing Rules section of Sharing Center, you can enable system-wide Automatic Sharing Rules that enable specified artifact types to share from specific User Roles and/or User Groups to specific Individuals and/or User Groups in your system. This feature is a great way to ensure that all of your users' artifacts are sharing with the correct people as soon as they activate their accounts!
To enable Automatic Sharing Rules, scroll down to the 'Sharing Rules' section and toggle 'Enable Sharing Rules' to 'On.' This will enable the ability to create multiple Automatic Sharing Rules for your system.
This will also reveal another setting - the 'System Type' setting for Sharing Rules. This will determine the default behavior of automatic sharing of artifacts under created Sharing Rules.
- Opt-In designates that new Sharing Rules will not go into effect for all of your specified users. Each user specified in your rules will need to opt-in to the setting change they are included in for it to affect their account.
- Opt-Out designates that the new Sharing Rules will immediately take effect for your specified users. Each user specified in your rules will then have the ability to opt-out of the Sharing Rule in their Account Settings.
If you chose 'Opt-In' you will be able to modify the emailed Notification message sent to users affected by your upcoming Sharing Rules. Feel free to adjust this message as needed. If you chose Opt-Out, you can move forward.
Once you have made your System Type selection, please check-off the necessary items as they appear on your Sharing webpage:
- I understand that the rule created will only be activated and apply to artifacts at the time they are created and/or published.
- I understand that once activated, individual shares initiated by a trigger will not be reversed if the trigger is later turned off, archived, or deleted.
- I understand that users have the option to opt-out of participating in sharing rules. If they choose to opt-out, it is my responsibility to ensure compliance with sharing regulations.
- I understand that users must first opt-in to sharing rules before they can be included in any such rule. It is required that their consent is obtained to activate these sharing rules based on HIPAA regulations.
Click 'Create Your First Sharing Rule' to begin!
Creating a Sharing Rule
To create a new Sharing Rule, click the 'New Sharing Rule' button.
This will take you to Step 1: Title & Description of your Sharing Rule wherein you can give your rule a title and a brief description. Click 'Continue' to progress.
On Step 2: Select Population, you will be able to designate who will share artifacts with this specific rule. Choose one of the following options when designating who is performing the share with this rule.
- Option 1: Select a Specific Group and Roles
Choose a specific group and then specify roles within that group. This setting requires all members matching the selected roles in the group to share artifacts. - Option 2: Select Group Only
Select a specific group to enable all its members to share artifacts, irrespective of their individual roles. - Option 3: Roles Only
Choose one or more specific roles across the system, without specifying a group. This setting mandates all users holding the selected roles to share artifacts.
Once you have designated the roles and/or group who will share artifacts, click 'Continue' to progress.
On Step 3: Artifact and Permissions, you will be able to designate the specific artifacts, their specific Sharing Permissions, as well as who each artifact will be shared to. Check off the specific designated artifacts you wish to have shared moving forward, or select 'All' to apply a specific setting for all artifact types listed on the page. Click 'Continue' at the bottom once you have made your adjustments.
Below is an example of settings for sharing all artifacts at 'High' Permissions with just the Admins group.
On Step 4: Review Rule, you will find a summary of all artifact types and their designated sharing permissions chosen as well as the list of designated recipients for the rule.
NOTE: Activating this rule will initiate a one-time automatic share of the selected artifact types. Once shared, these artifacts cannot be "unshared" even if the rule is later turned off, archived, or deleted. This action is irreversible and is intended to ensure compliance and consistency in data handling.
Please review all details thoroughly to ensure accuracy and appropriateness of the rule settings. By proceeding, you affirm that you understand the implications of this rule and certify that it meets the organization's standards for security and compliance.
Click 'Create Rule' to apply your new Automatic Sharing Rule for future artifacts uploaded/created moving forward!
Managing Sharing Rules
To manage existing Sharing Rules, visit your 'Sharing Center' in your Management Panel. If you have enabled Sharing Rules, you will find a list of the Active, Archived, and Deleted rules at the bottom of your Sharing Center page.
To disable a rule, click on its '...' icon, find the 'Enable/Disable Rule' option and click the toggle so that it displays as 'GREY/OFF.'
To modify a rule, click the '...' icon and select 'Edit' to make further adjustments to your rule. You will be brought through the same steps needed to create your rule. Adjust the necessary elements and click 'Continue' to progress. To save your changes, reach Step 4 and click 'Update Rule' at the bottom of the page.
You can also Clone & Modify your rule to make minor adjustments with a new rule.
You can even disable or enable Email Notifications for when the rule is set for new accounts moving forward.
To archive your rule, click the '...' icon and select 'Archive.' This will disable the rule and move it to the 'Archived' tab of your Sharing Rules.
To delete your rule, click the '...' icon and select 'Delete.' This will disable and delete the rule and move it to the 'Deleted' tab of your Sharing Rules.