How to share your content

Prerequisites

• A logged-in Uwazi account
• The right permission level for the task you want to do

Each task on this page needs a different permission level. This table shows who can do what:

Task	Who can do it
Share an entity with a user or group	Admins and editors on any entity; collaborators only on entities shared with them as Can edit
Publish an entity to the public	Admins and editors only
Make the instance public	Admins only

note

Making the instance public and publishing an entity are two separate settings. The instance setting decides whether visitors without a login can reach your site. Each entity's published status then decides what those visitors see. For the public to see an entity, you need both: a public instance and a published entity.

Steps

Each section below stands on its own. Go to the task you need.

Share an entity with a user or group

Use this to give named people or groups access to one entity.

1. Open the entity.
2. Select the Share button. The Share panel opens and lists who has access.
3. In the lookup field, type a username, email, or group name. Matching users and groups appear.
4. Select a match to add it to the list.
5. Open the member's drop-down and choose Can see to grant read access, or Can edit to grant write access.
6. Repeat for other people or groups.
7. To remove someone, choose Remove from their drop-down.
8. Select Save.

Access takes effect right away. If you share with a group, anyone you later add to that group gets the same access with no extra step.

Share several entities at once

Use this to set access on many entities together from the Library.

1. Go to the Library.
2. Select two or more entities. Hold Cmd (Mac) or Ctrl (Windows) and select each card, or hold Shift and select a range.
3. With two or more selected, a panel opens on the right.
4. Select the Share button in that panel.
5. Add users or groups and set each level, the same way as for one entity.
6. Select Save.

note

Sharing one entity replaces its whole access list. Sharing several entities at once adds your new grants without removing the access those entities already have.

Publish entities to the public

Publishing makes an entity visible to anyone who can reach your instance. You publish through the same Share panel, not a separate control.

1. Open one entity, or select several entities in the Library.
2. Select the Share button.
3. Add the Public entry. It shows a globe icon and the label Public.
4. Set the Public entry to Can see.
5. Select Save.

The entities are now published. The Published count in the Library filters updates to match. To unpublish, reopen the Share panel, remove the Public entry, and select Save.

Publishing changes every language version of an entity together, so its published status stays the same across all languages.

Make the whole instance public

This lets visitors without a login reach your site and see published content.

1. Go to Settings > Collection.
2. Find the Public instance toggle.
3. Select the toggle to turn it on.
4. Select Save.

A success message confirms the change. Visitors without a login can now see your published entities.

Result

You've shared entities with the people who need them, published the entities you want the public to see, and set whether your whole instance is open to visitors.

tip

Share with groups instead of individual people where you can. When your team changes, you update one group rather than re-sharing every entity.

See also

• Permissions by role — reference for Uwazi user roles, covering what each role can and can't do across settings, users, content types, entities, and sharing
• How permissions and sharing work — the model behind roles, groups, published entities, and instance privacy in Uwazi.