What it does
Most access in the resource library flows from folders: if you can see a folder, you can see what's in it. Sharing adds a second path for exceptions — you can share an individual file, link, or document with specific people, a role, or a group, without changing who can see the folder; recipients find shared items in a dedicated Shared with me section.
Who it's for
Administrators and coordinators who manage folders share items with people outside the folder's normal audience, and faculty and learners who receive shares use Shared with me to find what was sent to them.
How it works
Sharing. Sharing several items at once works too — select them in the folder view and use the bulk share action, which shares to roles. New shares grant view access; recipients can open and download the item but not change it.
Finding what was shared with you. The Shared with me section in the library sidebar lists everything shared with you directly, through a role, or through a group, along with who shared it and where it lives. From there you can jump to the item's folder if you also have folder access.
Folder-level role access. When creating a folder, an administrator can grant roles view access to the folder itself, so everyone holding that role sees the folder and its contents without individual shares.
Before you start
You need management access to the item's folder to share it — viewing alone isn't enough.
Know who you're sharing with: an individual person, a role, or a group. Bulk share only sends to roles.
New shares always start as view-only; plan a second step in Manage access if the recipient needs to edit or delete.
Do this
Open the item's ⋯ menu in the folder view and select Share → the Share Resource dialog opens.
Add recipients under Share with Roles, Share with Groups, or Share with Individuals → your selections appear in each field.
Select the Update Sharing button → you should return to the Resources page, and the item now shows as shared.
To review or change access later, open the item's ⋯ menu and select Manage access → the panel lists every active share with its permission level.
To raise a recipient's access, open their row's menu in the panel and choose Can edit or Can delete → the badge next to their name updates.
To remove a share, select its remove-access icon in the panel, then confirm Remove access in the dialog → the recipient no longer appears in the panel.
You're done when
The recipient can find the item in their Shared with me section.
The Manage access panel shows the share at the permission level you set.
A share you removed no longer appears in the panel or the recipient's Shared with me list.
Boundaries and limits
Sharing targets people, roles, and groups inside your institution; there's no sharing to outside email addresses or public link generation for resources.
New shares always start as view-only. Higher levels (can-edit, can-delete) are granted afterwards from the Manage Access panel, one share at a time.
Recipients can't re-share: shares carry no re-share rights, and sharing requires management access to the item's folder.
Bulk share applies to roles only; sharing with individual people or groups is done item by item.
The share dialog has no expiration picker, but where an expiration date exists on a share it's enforced — access ends when the date passes — and shown in the Manage Access panel.
Removing access is a soft removal of that share; it doesn't affect access the person has through folder scope or another share.
Shared with Me hides expired shares; an item that disappears from the list usually means the share expired or was revoked.
Sharing an item doesn't grant access to its folder; the recipient sees the item through Shared with Me rather than by browsing.
Common questions
Q: I shared a file with a role — who exactly can see it now? A: Everyone with an active program membership under that role, for as long as the share is active and they hold the role.
Q: Can I let a colleague update a document I shared? A: Yes. Share it first, then open Manage Access and raise their share to can-edit.
Q: Can someone I shared with pass the item along to others? A: No. Shares carry no re-share rights, and creating shares requires management access to the folder.
Q: Why did an item vanish from my Shared with Me list? A: The share was revoked or expired, or your role or group membership changed. Ask the person who shared it to share again if you still need it.
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