Share with "Everyone" question

[JenniferBorlick]

I have a question about ArcGIS Portal. I'm going to preface this with I know that we are running Server 11.3x, our enterprise is federated, Portal is behind the firewall, we have a linux web adaptor and a server outside the firewall for the public. I haven't administered an enterprise database/server in, like, 20ish years, so my understanding of how all of this works is outdated and buried underneath many cobwebs. 

Currently, when I share to "Everyone" in Portal the only people that see what I'm sharing are the people on our intranet. Which is the way that I want it. The only things that are shared publicly are data that are published through ArcGIS Pro. 

Question 1. Should I have any concern that sharing to "everyone" could potentially share to the outside world? If so, what can I do to prevent it. (Other than managing every single person in my organization as viewers.)

Question 2. Is there a way to publish data from ArcGIS Pro to "Everyone" in my Portal, but not "Everyone" on the internet. Or should the COP be for people who want to put data on the Portal to add it as an item?

[RyanUthoff]

Do you have anonymous access disabled on your Portal? If it is disabled, then that means no one will be able to access your items on Portal without having to sign in first. So if you have that disabled, then I think that would answer both of your questions.

Edit: I can't tell from your question if you need content on your Portal to be publicly accessible. If you do not, then I'd recommend disabling anonymous access which should resolve both your questions.

[JenniferBorlick]

I currently have, and want to continue to have, the enterprise portal be accessible to everyone on our intranet, so inside the firewall. I want to use it for marketing GIS to other employees as part of our road map. Anonymous access is enabled. 

To get to the portal, however, you have to be on our network which requires a log in to access. I just want to make sure nobody can "flip a switch" and suddenly everything we think is behind the firewall isn't. (Not that it's too big of a deal since it's all subject to FOIA anyway. I just want to keep "employee stuff" internal and "public stuff" external.

When publishing to Enterprise from Pro anything that is published as hosted goes into a hosted folder that IS accessible off network. (Which is also what I want.) Would I be correct in assuming that the best/only way for Enterprise to "host" data without it showing up in the Hosted folder on my Rest Service would be to add it as an item rather than publishing it from Pro. (I'm just thinking of how to train users because from what I remember from training is that people publish from Pro to AGOL and I don't want them to use that workflow to put data in the Portal.)

[RyanUthoff · Accepted solution]

Oh, I think I understand. You essentially want anonymous access enabled on your Portal so everyone on your intranet can access Portal, even without an account. But you want to prevent people on the outside internet from being able to access it (even though it's already locked down behind your firewall) in the event it does become publicly accessible.

I think what I'm confused with is how your Portal is locked down to your intranet only, but I'm not sure how your hosted services are still publicly accessible. 

To answer your last question, adding an item in Portal will create a service in your hosted folder if you're creating a hosted feature service from it. For example, if you upload a FGDB and then create a hosted feature service from that FGDB, then it will create a service in your hosted folder. That workflow isn't much different than using Pro to publish a hosted service. At the end of the day, it gives you the same result. But if you upload data without creating a hosted feature service from it, then it won't be stored in the hosted folder.

[JenniferBorlick]

That's it. Yes. Thank you.

I don't know how it is all set up either. I just know I can share what's in my hosted folder without logging in. That's how I made my vector tile basemaps. 

Well, shoot. I'm glad I asked. I'll definitely have to remember that when it comes to training.