The primary idea here is to address item sharing inconsistencies and make it operationally feasible for AGOL/portal admins to delegate content management responsibilities to other members. The methodology we currently use in our agency of 2800 people is described at the bottom of this post.
As it stands, most of the necessary capabilities exist, but a few key constraints limit how AGOL/portal items can be managed within an enterprise, and inconsistencies confuse and discourage users. A few tweaks would go a long way in making AGOL work for organizations that have multiple business units and/or have custom content management roles. Following are some related needs/issues, and ideas for addressing them.
* Our agency uses a methodology (similar to Esri’s recommended practice for managing authoritative content) whereby most members can create content, then share it with topic-based “staging” (aka review) groups for review by a topic owner (aka a Web Coordinator who manages content for a program area). Once QC’d, the topic owner takes ownership of the content and shares it with the public. The item is also then shared with a “maintenance” group that allows all members of the group (including the original content creator) to update/maintain the item. The structure works well and enables content to be managed by a team, and ensures that it is not orphaned when someone leaves. However, it is difficult to implement operationally because the constraints/bugs listed above require workarounds that are often difficult for content managers to navigate.
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