203 Lotus blogs updated hourly. Who will post next? Home | Blogs | Search | About 
 
Latest 7 Posts
That time of year again – IBM Champion nominations
Wed, Oct 25th 2017 2
Tableau & MakeOverMonday – Learning new skills
Fri, Oct 6th 2017 4
What is IBM Connections? And how to explain it to users!
Thu, May 25th 2017 1
Session slides for my Engage & SNOUG sessions
Thu, May 18th 2017 3
It's conference season!
Fri, Mar 3rd 2017 4
IBM Connect 2017 – Adoption Analytics with Watson Analytics
Wed, Feb 22nd 2017 2
Distrust and its potential effect on Cloud & social
Wed, Feb 15th 2017 1
Top 10
Launch of ConnectionsExpert, getting insight into your social platform
Tue, Jun 7th 2016 9
Shared folders – potential security issue
Sun, Apr 13th 2014 8
IBM Connections Folders #1: Community Folders
Mon, Apr 14th 2014 8
IBM Connections Folders #2: Ownership of files and folders
Tue, Apr 15th 2014 8
ICONUK Slidedeck “IBM Connections Adoption Worst Practices”
Sat, Sep 17th 2016 8
Engage user group – session slides
Wed, Mar 19th 2014 6
IBM Insights highlights
Tue, Nov 4th 2014 6
Folders versus Tags – Infographic
Tue, Dec 23rd 2014 6
Fall user groups – busy times ahead!
Fri, Sep 11th 2015 6
IBM Connections Explained: Searching!
Wed, Aug 17th 2016 6


IBM Connections Folders #2: Ownership of files and folders
Twitter Google+ Facebook LinkedIn Addthis Email Gmail Flipboard Reddit Tumblr WhatsApp StumbleUpon Yammer Evernote Delicious
Femke Goedhart    

This blog is follow up in a series of blogs on Folders in IBM Connections. For full understanding I would recommend reviewing #1: Community Folders first

Ownership is quite important in IBM Connection when it comes to data. Why? Well because ownership isn’t always straight forward and sometimes data shouldn’t be public.

Obvious! Why would you even need to say that?

Well… The premises of any social platform like IBM Connections is to share. That means that in theory the thinking is that every file you put into your social platform should be ‘public’ (e.g. findable and accessible to all). Reality of course is that this is not always the case. Even in a very ‘open’ organization certain files will still require protection and limited access. This is one of the reasons why users in IBM Connections can specify “Sharing” settings on files they upload as well as folders and communities they create, restricting access to only specific groups or users. The basic idea is though, and this is something you feel very clearly when working with IBM Connections, that everything is open, unless.

Storage

How you can limit access is partly determined by where the files are stored. Looking specifically at files you can say that IBM Connections allows for two* main storage points:

  1. By uploading it into a users personal Files section
  2. By uploading it into a community

In the first case, uploading a file into personal files, the file will always remain in the ownership of the user. The standard security level setting for personal files is ‘Private’, meaning no one can access apart from the owner. The owner can however decide to make a file ‘Public’ (accessible to all)  or grant specific Editor or Reader access to specific users, groups or communities. Ownership and full control will always remain with the original user though.

A file stored directly into the community however is different. Ownership of these files lies not with the user that uploaded it into the community but with the community. All users of that community from then on have equal rights to that document. This means that if the user uploads a file into a restricted community and is subsequently removed as a member of that community, the file remains in the community and is no longer accessible to the user that originally uploaded it.

A similar structure applies to folders. Folders created in a users personal files section will always remain in the ownership of that user. Folders created as Community folders and/or CCM folders however will always be property of the community, not the creating user. This also implies the biggest restriction which is that a folder created within a community or CCM Library can never be shared across communities while Folders created as personal folders can be shared with more then one community, group or user.

CCM folders have one added element to keep in mind which is that they allow for imposing additional access restrictions on folders by limiting edit access to specific subgroups of community users. You can for instance use this to restrict that only a few of the community users are allowed to edit the information in a CCM folder. Read access however will always be there to all community members though and the user creating the folder as well as the community owners cannot be revoked as owner of that folder unless they are removed from the community.

Shared folders versus Tags?

Which brings me to another peculiarity of shared folders…. A folder in the traditional sense as people know them from for instance their file drive is a place, a physical location to store a file. Meaning a file can only reside in one folder at the time. Shared folders however are different as a file can be added to more then one Shared folder. So in a way shared folders aren’t really ‘folders’ at all, they are collection sets and almost act the same as tags. After all a tag is nothing else then a categorization and several files having the same tag can be seen as a collection as well. The difference between a shared folder and a tag in IBM Connections is though, that you can control access and Share a shared folder and you can’t do that with a tag.

Folder_11So keep in mind that a Shared folder is significantly different from a community or CCM folder as those are more aligned to the standard concept of folders while Shared Folders in a way hold the middle between a Tag and a folder.

Shared folders & security

So… why would you create folders within communities if personal (Shared) folders give you more options to share across communities & user groups and allow you to have information in them that is also shared in other folders? Well because there are some risks with having shared folders. For one, users don’t always realize the implications of putting a file in a folder shared by someone else.

No problem if the community (and therefore the data in it) is public anyway but what if you have a Restricted community that has a shared folder which is also shared with another Community? A user might think that because he is adding a file to a folder within the Restricted community that therefore the file itself is also only shared within that community. Unknowingly though he might be sharing that file with other users & communities. Only if he actively opens the sharing tab will he see that it is also shared with other communities and therefore visible to not only the users of the (restricted) community he thought he was adding it to, but any other communities/users that folder was shared with as well.

Example of a folder with the ‘Sharing’ tab opened to show this folder was shared with two communities

In theory the user who originally created the folder and shared it with the community could even be removed from that community while his shared folder would remain shared and visible within the community. Which means that any files added to that folder by any other community member after the user was removed from the community would effectively still be accessible to the user (creator of the folder). Using Shared folders in Restricted communities is therefore something I would strongly discourage to prevent confusion. In these situations Community folders and/or CCM folders should definitely be the first line of choice. Shared folders should only be used to share public info where it is no problem that it is visible across several public communities

———————————————-

Next up I will go into how you can work with the different types of folders and what differences and similarities are between them. I hope to publish this tomorrow.

 * Files can also be uploaded in other places like Activities and blogs but from a standpoint of file management I am leaving these out for now

 



---------------------
http://feedproxy.google.com/~r/socialBusinessAsUsual/~3/TyrBFBJpbNY/
Apr 15, 2014
9 hits



Recent Blog Posts
2
That time of year again – IBM Champion nominations
Wed, Oct 25th 2017 4:14p   Femke Goedhart
Every year IBM recognizes people for their outstanding work to aid and support the technical IBM community. It’s a prestigious honor and a way for us all to thank those in our community that tirelessly help others. After all, it’s often forgotten how much people do for each other above and beyond their normal day-to-dayContinue reading →
4
Tableau & MakeOverMonday – Learning new skills
Fri, Oct 6th 2017 8:41p   Femke Goedhart
For the last few months I’ve been steadily training myself into a new skill: data visualization. As data analytics is an ever increasing part of my job and something I’m highly interested in, it makes sense to do so and after working with Watson analytics it seemed logical to also explore Tableau. I have toContinue reading →
1
What is IBM Connections? And how to explain it to users!
Thu, May 25th 2017 7:53p   Femke Goedhart
In my work a big part of what I do is to explain both the reasons as well as the interface of IBM Connections. Why? Well because once you get the hang of it it’s not that hard but to a newbie user who opens it up for the first time it can be veryContinue reading →
3
Session slides for my Engage & SNOUG sessions
Thu, May 18th 2017 5:04p   Femke Goedhart
It has been a while since I posted and it’s time to catch up. Times have been rather busy so this post is mostly to just distribute my slides from Snoug & engage. Both wonderful events that really do deserve a big round of applause for setting up great events for people to come togetherContinue reading →
4
It's conference season!
Fri, Mar 3rd 2017 5:51p   Femke Goedhart
With IBM Connect just out of the way, SNoUG (The awesome Swiss usergroup event in zurich) coming up in just a few weeks, followed by Engage in May and then being part of the organization for Social Connections in early June my agenda is happily buzzing with event prep and travel plans. I love this!Continue reading →
2
IBM Connect 2017 – Adoption Analytics with Watson Analytics
Wed, Feb 22nd 2017 5:16p   Femke Goedhart
Yesterday I had the pleasure to present with my coworker Franz Walder a session on: Socialytics: Accelerating IBM Connections Adoption with Watson Analytics These are the slides for the session. [slideshare id=72468063&doc=connect2017-dev1223socialytics-170222170058] Abstract: Social adoption is a challenge for many companies. What is the most effective utilization of the environment? Who is using which resources,Continue reading →
1
Distrust and its potential effect on Cloud & social
Wed, Feb 15th 2017 2:03p   Femke Goedhart
It has been a while since I blogged. And frankly, not just blogging has been a bit on the low side, all my social media presence has. It’s due to all that is been going on in the last few months in the world and that has me and I guess many others too reelingContinue reading →
2
DominoPoint MeetIT16 Conference slides
Thu, Dec 15th 2016 8:19a   Femke Goedhart
Attached is my slide deck for the DominoPoint MeetIT16 conference in Milan on 14th of December 2016. 2016 DominoPoint MeetIT – 10 Things Every IBM Connections User Should Know from Femke Goedhart Original abstract: “IBM Connections is so full of features and capability, even well versed IBM Connections users, admins, community owners and managers mayContinue reading →
3
IBM Connections Explained: all about files!
Mon, Oct 31st 2016 12:00p   Femke Goedhart
Ok, I admit, this one was a long time in coming but it’s finally here! The next video in my little series on IBM Connections usage questions. This time it’s all about files and especially about the difference between : Attachments vs Files Personal vs Community files I hope it helps explain a little whatContinue reading →
0
Excited about data!
Mon, Sep 26th 2016 3:01p   Femke Goedhart
As a business consultant that focuses primarily on enabling organizations to collaborate better with their ecosystem of employees, partners and customers, a big question is always for me: “What are the numbers saying? How are our systems being used, what data is out there that I can use to analyze what is happening?”. So thatContinue reading →




Created and Maintained by Yancy Lent - About - Planet Lotus Blog - Advertising - Mobile Edition