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Sharing to appropriate audience

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01-31-2024 10:39 AM
AvaFarouche
Frequent Contributor

Hello!

How can we share our organizational content without making items public? It seems like there is no way to allow access to certain individuals, without making content public, which is frequently not appropriate for us.

I need to share web maps with people within my organization (but who do not have AGOL access and are not included in our Esri accounts), and with clients or members of client organizations - while maintaining some confidentiality and privacy.

The only sharing options seem to be to share to people who are members of our Esri accounts, or other people who have Esri accounts, or to make an item public.  I work for a law firm, so these options are usually inappropriate for us. I need to be able to share maps with clients, members of client organizations, and people within my organization who are NOT Esri users - while maintaining confidentiality and privacy for matters that involve ongoing litigation, strategy, etc.

This has been an issue for us for many years. Generally when I need to share something like this, I just set privacy settings to public, and share links w/the appropriate parties - but the subject matter and titles are obscure enough that there is very little risk of anyone else stumbling across it on the internet.  Currently, I need to post something that some member of the public could stumble across accidentally because the subject matter and title are more commonly known.

Other than creating some coded titles and tags to hide these items from the general public, what options are there?

Thank you!!!

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4 Replies
BobBooth1
Esri Contributor

You can add a user with Viewer user type, and share the content with a group that you've made the Viewer user a member of. 

https://doc.arcgis.com/en/arcgis-online/share-maps/share-items.htm#:~:text=click%20Save.-,Share%20it...

https://www.esri.com/en-us/arcgis/products/user-types/buy

In some cases it may be possible for you to de-identify the data to some extent and share it publicly, if the general patterns are more important to your users than the specific points. For example, see: https://learn.arcgis.com/en/projects/de-identify-health-data-for-visualization-and-sharing/

 

 

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AvaFarouche
Frequent Contributor

Thanks, Bob!

So, as far as I can tell, that still only allows me to invite people who are already members of our Esri accounts/ part of our organizational group. Correct? I can't find a way to invite people who aren't. I need to be able to invite people who are employees of my organization, or clients of my org, but who are NOT members of our Esri accounts and don't use Esri platforms. Am I missing something?

The de-identifying doesn't apply to my situation.

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BobBooth1
Esri Contributor

Hi Ava,

That is correct, they would need to be invited to be members of your ArcGIS online organization. You could buy a viewer license and add it to the org for this purpose. That's probably the most secure way to do it. It is not a best practice to rely on security through obscurity with vague names.

If you don't need live web maps, you can grab screen captures and send them via whatever secure communication/sharing channels you use.

If you want to give them somewhat interactive maps (and you use ArcGIS Pro) you could export PDF maps with layer attributes, and enable password protection on them.

https://support.esri.com/en-us/knowledge-base/how-to-export-a-map-as-an-interactive-pdf-in-arcgis-pr...

https://pro.arcgis.com/en/pro-app/3.1/help/sharing/overview/pdf-export.htm

Best,

Bob

 

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AvaFarouche
Frequent Contributor

Ah. Thanks! That's what I thought.

We're a non profit and aren't going to go through the grant app process to buy viewer licenses for people who only need to look at one online map in a great while, or ever. Static maps are super cumbersome for certain kinds of viewing, which is the only reason I try to use AGOL, so pdfs aren't a good solution here. I generally use pdfs and I know how to do that w/layers, but they work poorly in certain situations.

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