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docs: explain sharing with people and e-groups #28

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17 changes: 17 additions & 0 deletions docs/deposit/access-share.md
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Expand Up @@ -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:
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