Manage collaborations as host

As the distributed collaboration host, you can manage the workspaces, guest organizations, and details of your collaborations. Collaboration hosts can edit the properties of their collaborations or delete a collaboration entirely. The host can also add additional workspaces to existing collaborations. Instructions for these tasks are below. You can also change the sharing schedule for a collaboration workspace. For more information, see Configure sync settings.

Edit a collaboration

Edit your collaboration to change any of the following properties:

• Collaboration Name
• Description of the collaboration
• Full name of the contact person for the collaboration host
• Email address of the contact person
• Collaborated content deletion policy when removing a workspace or collaboration

To edit a collaboration, complete the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. In the table, locate the name of the collaboration you want to edit, click the Action button drop-down arrow, and choose Edit Collaboration.
4. In the Edit Collaboration window, do the following:
   • Enter a collaboration Name.
   • Enter a Description of the collaboration.
   • Enter the Full name of the contact person for the collaboration host.
   • Enter an Email address of the contact person.

   Keep in mind character limitations when naming and describing a collaboration. The Name can contain up to 100 characters and the Description can contain up to 250 characters.

5. Click Next.
6. Use the sent parameter to specify what will happen to collaboration items sent from your organization when a collaboration or any of its workspaces are deleted. You have the following two options:
   • Removed from all participants upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, participants decide whether they want to keep the collaborated items when the workspace or collaboration is deleted. This is the default configuration.
7. Use the received parameter to specify what will happen to collaboration items received in your organization when a collaboration or any of its workspaces are deleted. You have the following two options:
   • Removed from all participants upon deletion of a workspace or collaboration.
   • Retained for all participants. When selecting this option, you can keep the collaborated items as long as the sending participant permits. This is the default configuration.

Note:

The content deletion policy is configured at the collaboration level and is applied to all associated collaboration workspaces.

8. Click Save.

Edit host contact person

To edit the contact person for your collaboration, complete the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. In the table, click the name of the collaboration you want to edit, and click the Edit button next to the Contact Person in the collaboration summary.
4. Edit the Full name of the contact person and the Email address of the contact person options and click Save.

Delete a collaboration

You can delete a collaboration by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. In the table, locate the name of the collaboration you want to delete, click the Action button drop-down arrow, and choose Delete Collaboration.
4. Once the Delete Collaboration window appears, select Delete Collaboration to delete the collaboration.

Note:

The Delete Collaboration window displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

Guest organization administrators will receive a notification that the collaboration has been deleted.

Edit a collaboration workspace

You can change the group linked to a collaboration workspace, as well as edit the Name and Description options of the workspace, by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration whose workspaces you want to view.
4. In the table, locate the name of the workspace you want to edit, click the Action button drop-down arrow, and choose Edit Workspace.
5. Once the Edit Workspace window appears, edit the Workspace Name and Workspace Description options. Click Next.

   Keep in mind character limitations when naming and describing a collaboration workspace. The Workspace Name can contain up to 100 characters and the Workspace Description can contain up to 250 characters.

6. Optionally, create a group or choose a different existing group to link to the workspace and click Next.
7. Keep the If unable to share as copies share as references option checked to automatically share feature layers or views as references if an error occurs when attempting to share them as copies. If you uncheck this option, feature layers and views will not be shared if an error occurs. You are unable to update the default sharing method (either References or Copies), as this is set when the collaboration is created. Click Next.
8. If you are the collaboration host administrator, you will see the option to change how guest organizations access the collaboration workspace. Optionally choose the new access mode from the drop-down menu, and click Save.
You can also edit guest organization access by clicking the name of a workspace in the list of workspaces for the collaboration. You will see the guest organization access mode and can choose a new one from the drop-down menu.

Add a collaboration workspace

You can add additional workspaces to a collaboration by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration where you will add a workspace.
4. Click Create Workspace.
5. Provide a name and description for the collaboration workspace, and click Next.

   Keep in mind character limitations when naming and describing a collaboration workspace. The Workspace Name can contain up to 100 characters and the Workspace Description can contain up to 250 characters.

6. Choose the group that will be linked to the workspace. This can be an existing group, or you can create a group for this purpose. A group can only be linked to one collaboration workspace.
   • If you create a group, it will be a private group in which all group members can contribute content to the group. You can change the status and contribution settings after the group has been created, if necessary. See Create groups for more information about these settings. When you create a group for a collaboration, you must specify tags for the group to proceed.
   • If you choose to link an existing group, the drop-down menu shows a list of all the groups in the organization, including private groups.
7. Choose the access mode from the drop-down menu for each collaboration guest, and click Save.

Guest organization administrators receive a notification that a new collaboration workspace has been added.

Delete a collaboration workspace

You can delete a collaboration workspace by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration that contains the workspace you want to delete.
4. In the table, locate the name of the collaboration workspace you want to delete, click the Action button drop-down arrow, and choose Delete Workspace.
5. In the Delete Workspace window, click Delete Workspace.

Note:

The Delete Workspace window displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

View collaboration participants

You can view the list of other participants by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration that contains the participants you want to view.

   The Workspaces page displays a list of workspaces in the collaboration and your group linked to the workspace, along with the access mode and status.

4. Click View Guests.

On the collaboration Guests page, collaboration host administrators can choose Invite Guest to invite new guest organizations to the collaboration.

Accept a guest organization's response

You can accept a guest organization's response to collaboration invitations by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration containing the participants you want to see.
5. On the collaboration Guests page, if a guest organization response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To accept a guest organization, click the Action button drop-down arrow for the guest's entry in the table, and choose Accept Guest Organization.
6. In the Accept Guest Organization window, browse to the invitation response file you received from the guest organization, and click Accept Guest Organization.

The administrators in the collaboration receive a notification that a new guest organization has joined.

Edit a guest organization's information or access mode

You can change guest organizations' contact information and access mode by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration containing the guest organization you want to edit.
5. On the collaboration Guests page, if a guest organization's Status is listed as Active, you can edit its details and access mode. To edit a guest organization, click the Action button drop-down arrow for the guest's entry in the table, and choose Edit Guest Organization.
6. In the Edit Guest Organization window, optionally edit the contact information and choose a new access mode from the drop-down menu, and click Save.

Guest organization administrators receive a notification if their access mode changes.

Edit a collaboration's web tier or PKI authentication information

You can add, update, or delete either web tier or PKI authentication information for a collaboration using the following steps:

Note:

This functionality is only available for ArcGIS Enterprise to ArcGIS Enterprise collaborations.

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Select a collaboration from the Collaborations page.
4. On the Collaboration summary page, click View Guests.
5. Select a guest organization from the Guests page.
6. Locate the Requires Web Tier Authentication property on the Guest summary page. By default, this is set to No. Click Edit.
7. In the Set web tier authentication window, select Yes to edit either the collaboration's web tier or PKI authentication information:
   • Web tier authentication—Fill in the Host Organization Web Authentication Username and Host Organization Web Authentication Password fields with the host organization's username and password.
   • PKI authentication—Upload a PKCS12 format PKI certificate to Host Organization Web Authentication Certificate and enter the certificate's password in the Host Organization Web Authentication Certificate Password text field.
8. Click Save.
9. In the Notice window, click OK.

The authentication form and information can be updated at any time using the steps above. To permanently delete the authentication type and information, set the Requires Web Tier Authentication property on the Guest summary page to No.

Note:

This information can be set initially when accepting an invitation or when importing a response. For more information, see Join a collaboration and Create a collaboration

Add Viewer credentials to a workspace

Viewer credentials can be added by the sender to a workspace to allow recipients to access services shared as reference without requiring credentials from the originating portal. Credentials added to the workspace must be a built-in member with a Viewer role and the member must have access to the group joined to the collaboration workspace. At the next scheduled workspace synchronization, the credential will be synchronized to all participants with receive or send and receive workspace access. Services received by participants will be updated to use the sending participants viewer role credential allowing access to the service without the need to enter a user name and password.

Note:

This functionality is only available for ArcGIS Enterprise to ArcGIS Enterprise collaborations.

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration that has the workspace to which you want to add the credentials to.
4. On the Collaboration summary page, select the appropriate workspace.
5. Locate the Allow participants to view services without signing into this portal property on the Workspace summary page. By default, this is set to No. Click Edit.
6. In the Set viewer credentials window, select Yes. Enter in the username and password for a built-in Viewer account and click Save.
7. In the Notice window, click OK.

The Viewer account information can be updated at any time using the steps above. Changing Allow participants to view services without signing into this portal from Yes to No will delete all stored credentials.

Note:

Services shared before the credentials were set will be updated during the next scheduled synchronization.

Reissue an invitation

If an invitation to collaborate has been lost or has expired, you can reissue an invitation by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click View Guests.
4. Click the name of the collaboration with the invitation you want to reissue.
5. On the collaboration Guests page, if a guest organization response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To reissue an invitation for a guest, click the Action button drop-down arrow for the guest's entry in the table, and choose Reissue Invitation.
6. In the Reissue Invitation window, click Reissue Invitation.

Remove an invitation to collaborate

If you no longer want to establish trust with an organization, you can remove an invitation to collaborate by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration with the invitation you want to remove.
4. Click View Guests.
5. On the collaboration Guests page, if a guest organization's response has not yet been imported into the collaboration, its Status will be listed as Invitation Pending. To remove an invitation for a guest organization, click the Action button drop-down arrow for the guest's entry in the table, and choose Remove Invitation.
6. In the Remove Invitation window, click Remove Invitation.

Any existing invitation files for the guest organization will be invalidated. If a guest organization accepts the invitation and sends a response file, the response file will be invalid.

Remove a guest organization from a collaboration

Once a collaboration host has accepted a guest organization into a collaboration, they can remove the guest organization from the collaboration by completing the following steps:

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration with the guest organization you want to remove.
4. Click View Guests.
5. On the collaboration Guests page, if a guest organization's Status is listed as Active, you can remove it from the collaboration. To remove a guest organization, click the Action button drop-down arrow for the guest's entry in the table, and choose Remove Guest Organization.
6. In the Remove Guest Organization window, click Remove Guest Organization.

Note:

The Remove Guest Organization window displays a summary of the content deletion policy and indicates how sent and received content will be maintained in the collaboration. To change this policy, click Cancel and use the Edit Collaboration action.

Collaboration participant administrators will receive a notification that the guest organization has been removed from the collaboration.

View synchronization status

You can view the synchronization status for each collaboration participant by completing the following steps:

Note:

Scheduled times are displayed in the client's local time zone and are automatically converted to their equivalent coordinated universal time (UTC) values for the server running the portal. For more information, see Synchronizing workspaces using a scheduled interval.

1. Sign in to the host organization as a member with administrative privileges to manage the organization's collaborations.
2. Browse to Organization > Settings > Collaborations.
3. Click the name of the collaboration you want to view.
4. Click the name of the collaboration workspace for which you want to view the synchronization status.
5. On the collaboration workspace summary page, each guest organization's synchronization status is indicated with an icon. Hover over the icon to view the latest synchronization status. Possible status states are as follows:
   • Succeeded—The synchronization of all items completed successfully.
   • Succeeded with Failures—The synchronization completed, but some items failed to be shared.
   • Failed—The synchronization failed, and no items were shared. Click Failed to view more details.

   Note:

   Scheduled times are displayed in the time zone of the client and converted to its equivalent coordinated universal time (UTC) on the server running the portal.

6. To view synchronization details for a guest organization, click the synchronization button. A pop-up appears and provides further details for both scheduled and immediate syncs:

   Scheduled Syncs:

   • Last Sync—The date and time of the most recently scheduled synchronization.
   • Status—The state of the most recently scheduled synchronization. Possible status states are as follows:
     • Succeeded—The synchronization of all items completed successfully.
     • Succeeded with Failures—The synchronization completed, but some items failed to be shared.
     • Failed—The synchronization failed, and no items were shared. Click Failed for additional details.

   Immediate Syncs:

   • Last Sync—The date and time of the most recent immediate synchronization.
   • Status—The state of the most recent immediate synchronization. Possible status states are as follows:
     • Succeeded—The synchronization off all items completed successfully.
     • Succeeded with Failures—The synchronization completed, but some items failed to be shared.
     • Failed—The synchronization failed, and no items were shared. Click Failed for additional details.