From 6e5f718a5885c2cd7f1fc762c599c293779fa4f2 Mon Sep 17 00:00:00 2001 From: Mohammed Taha Khan Date: Wed, 1 Jul 2026 14:24:54 +0200 Subject: [PATCH] docs: explain sharing with people and e-groups --- docs/deposit/access-share.md | 17 +++++++++++++++++ 1 file changed, 17 insertions(+) diff --git a/docs/deposit/access-share.md b/docs/deposit/access-share.md index 41cb10d..cd4f6e4 100644 --- a/docs/deposit/access-share.md +++ b/docs/deposit/access-share.md @@ -12,6 +12,23 @@ In the **Visibility** section you can change the access settings that will apply ![Visibility settings for an upload](images/deposit-visibility.jpg){ width="300" } +### Grant access to people and e-groups + +You can use the **Share** interface to give specific people or CERN e-groups access to a [draft](../glossary.md#draft) before publication, or to a restricted [record](../glossary.md#published-record) after publication. + +To grant access: + +1. Click the **Share** button. +2. Open the **People** or **Groups** tab. +3. Click **Add people** or **Add groups**. +4. Search for the person or e-group you want to add. +5. Choose the permission level to grant. +6. Confirm the action. + +The selected people or e-groups will then appear in the access list in the Share interface. + +You can also optionally notify the selected people when granting access and include a message in the notification. + ### Enable access requests For published records with restricted file access (while metadata remains public), you can enable **access requests**. When an unauthenticated or unauthorized user views the record page, they will see a **Request access** form instead of a permission error: