How to publish select content to a subset of users

[ToniW]

We have on-prem Enable Now with no in house expertise. We need to publish a single content item to a sub-set of users and are unclear how to do this from the Library in Manager. Currently the only group designation we have is Learners and one Workarea for the entire company. All ideas are welcome.

[DirkManuel]

If it is just one item to a relatively limited subset of users (i.e. not your general practice) just publish it outside of SAP Enable Now to a Web server somewhere and let them consume it from there. You won't get tracking metrics, and if it is updated you'll need to re-publish, but again, if this is an exception it may well be worth doing this rather than restructuring your workareas.

(If you have no in-house expertise and you're struggling, you might want to consider paying for some training or consultancy, and building those skills. I'm available...)

[ToniW]

Thanks Dirk. We appreciate the additional options and offer to help!

[ShaneLipke]

Hi Toni,

If content is only allowed to be viewed by a limited number of users, it will need to be moved to a new WA. The only way to preventing access to content is by controlling access at the WA level. If it doesn't matter that all users see the content if they happen to get access to the URL, the content can remain in the same WA.

If you do decide to block access to the content and so move it to another WA, you will likely need to create a new role that will be used to control access to the content. For example, if the content could only be viewed by Finance users, you could create a new Role in Manager called Finance User and assign this role to the relevant users. Do not remove the original Learners Role. You can create the new role in the Administration > Roles screen of Manager.

You could then update the Permissions of the new WA to allow Finance Users to view published content but remove access for other users. You can do this in the Administration > Workareas / Tags screen in Manager.

Once you decide if the content is to be moved or not and actually move it, if necessary, you should then ensure that the content itself, including any linked content, the content templates and Resources are all published in Enable Now. You can do this by selecting the relevant folders in Manager, one at a time, and then clicking the down arrow beside the More link (top right corner of the screen) and selecting Publish All Objects.

Once the content, content templates and Resources are all published, the easiest way to provide access to that content is via directly URL. The easiest way to identify the URL of the published content is to click the down arrow beside All Tag (top right corner) and select Published.

This will display the published version of your content. If you then click on the parent folder containing the content to be made available to the end users and copy the Start Link for that folder, you will have the URL that can be used by users to access the content.

Hope that helps.

Regards
Shane

[ToniW]

Thank you Shane. We appreciate the quick and thorough response!