Sharing Content with Non-Group Members

This category provides essential guidance on sharing documents, discussions, and files with users who are not members of private groups in Jive. It emphasizes collaboration beyond the confines of group membership, ensuring effective communication and information dissemination in your organization.

Overview of Content

The content within this category serves to enhance users' ability to collaborate effectively with individuals outside of their private groups. It addresses common scenarios where sharing is necessary and outlines best practices for managing access and permissions. Users will learn how to streamline their content sharing processes while maintaining control over sensitive information, ultimately facilitating a more collaborative environment within Jive.

Content Sharing Options

Documents, discussions, questions, and uploaded files in a private group can be shared with users who are not members of the group. This is useful if you need a non-group member to help you review and edit a document or discussion.

Non-member content sharing must be allowed for the group. The group owner or community administrator may need to enable this feature for you, depending on how your community is set up. For more information, see Enabling non-member content sharing.

With this feature enabled, you can share content items (when they are stored within the group) with both community members and people outside of the community. However, you cannot share files that are stored in external storage, such as Google Drive.

A content item can be shared as follows:

• PDF export: The selected content item is converted to PDF with comments included and sent by email.
• Co-authoring: The selected content item is made accessible to a community user for viewing and editing. The user effectively becomes a co-author of the content item.

Note: When sharing, your ability to choose between PDF export or co-authoring depends on whether you can edit the item, as shown in the table below.

If you are...	And the recipient is...
	a community member but not a group member	not a community member
Group member and cannot edit the content item	- PDF export	- PDF export
Group member and can edit the content item	- PDF export - Co-authoring	- PDF export
Group owner and cannot edit the content item	- PDF export	- PDF export
Group owner and can edit the content item	- PDF export - Co-authoring	- PDF export
Community administrator with the Manage Social Group permissions	- PDF export	- PDF export
Community administrator with the Full Access permissions	- PDF export - Co-authoring	- PDF export

Note that in groups, documents and files can be co-authored by all group members. However, questions and discussions can be co-authored only by their authors; other group members can share them only as PDFs.

Sharing with Non-Group Members

To share a document or discussion with a non-group member:

1. Go to the content item that you want to share.

2. Click Share in the menu.

3. Enter the name or email of the person with whom you want to share the item.

   The user is added in a red box under the search box, and a notification with the sharing details is displayed.

4. If you have a choice for sharing, select one of the following and then click OK:

   • Grant this user access to this content only: This grants the selected user access for viewing and editing the selected content item. The user becomes a co-author of the content item.
   • Email this user a PDF of this content: Converts the content item with comments to PDF and sends it to the selected user.

5. Under Message, type a note for the person.

6. Click Share.

You will see a green bar at the bottom of the screen confirming that the share was successful. Additionally, an orange icon at the top indicates the item is visible to non-group members. You can click this link to see which non-group members the content item has been shared with.