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* small tweaks on content page, pushing to origin * collectionsfirst edit half done * improved tip on create an item * reworked intro sections of content docs * added on import/export and layouts pages * finished content.md first draft, added some structural details * content-collections.md first draft complete * renamed content-collections.md to 'Collection Page' and content-items.md to 'Item Page' * content-items.md first draft finished * content-layouts.md first draft complete * import/export first draft *almost* done * imports/export first draft done * forgot to manually add import/export file to commit * moved layouts into utilities * import-export first draft done * Initial proofread of all content docs * addressed most comments from github review * media added * widows * Update docs/app/content.md Co-authored-by: Rijk van Zanten <rijkvanzanten@me.com> * applied half of rijk's edit requests, waiting for replies to add the other half * finished applying rijk's edit requests * Fix active link style in docs sidebar nav * Add cloud exclusive mention * The last of it... Until Loris edits Co-authored-by: Eron Powell <eronpowell@Erons-MBP-2.local> Co-authored-by: rijkvanzanten <rijkvanzanten@me.com>
197 lines
9.8 KiB
Markdown
197 lines
9.8 KiB
Markdown
# Data Sharing
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> Data Sharing allows you to share an Item from a Collection with anyone, regardless of their permissions, even if they
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> are not users within the project.
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<video autoplay muted loop controls>
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<source src="https://cdn.directus.io/docs/v9/app-guide/content/data-sharing/data-sharing-20220217A/data-shares-20220217A.mp4" type="video/mp4" />
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<p>Your browser is not displaying the video for some reason. Here's a <a href="https://cdn.directus.io/docs/v9/app-guide/content/data-sharing/data-sharing-20220217A/data-shares-20220217A.mp4">link to the video</a> instead.</p>
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</video>
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[[toc]]
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## What's a Share?
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In a given Project, some Collections will likely be hidden for the Public as well as other Roles. There may be cases
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when you want to share an Item with a person _(or people)_ that don't have the permissions to see it. This is where
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Shares come in to play. Shares let you give anybody access to an Item. When a Share is created on an Item, you assign a
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Role for the Share to inherit view permissions from, then you can _share_ the Item via hyperlink or email. The link
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leads to a page with nothing but the read-only content of that shared Item.
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::: tip Read-only
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At this time, Shares are read-only. However, Data Sharing is an extensible feature that could support full CRUD
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permissions. We welcome any [pull-requests](/contributing/introduction/) to address this or interest in
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[sponsoring the feature](/getting-started/support/#sponsored-work).
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:::
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::: warning Users, Roles and Permissions!
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You will need to understand how
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[Users, Roles, and Permissions](/configuration/users-roles-permissions/#configuring-permissions) work in Directus to
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configure Shares properly. That said, if you're unfamiliar with those concepts, it is quite reasonable to learn them in
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tandem with Data Sharing.
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:::
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## How It Works
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<video autoplay muted loop controls>
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<source src="https://cdn.directus.io/docs/v9/app-guide/content/data-sharing/data-sharing-20220217A/how-shares-work-20220217A.mp4" type="video/mp4" />
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<p>Your browser is not displaying the video for some reason. Here's a <a href="https://cdn.directus.io/docs/v9/app-guide/content/data-sharing/data-sharing-20220217A/how-shares-work-20220217A.mp4">link to the video</a> instead.</p>
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</video>
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1. Navigate to the Content Module.
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2. Navigate to the Collection of the Item you want to share.
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3. Click the Item to go into the Item's Editing Page.
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4. Click the Shares button in the Sidebar.
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5. From the dropdown, click "New Share".
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6. Fill in the Share Options. Everything on the [Share Options Menu](#share-options-menu) is optional, but please note:
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- Without a name, it will be harder to remember the context/reason for the Share, especially with multiple shares on
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a single Item.
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- If no Role is selected, it defaults to Public permissions, which provides no real benefit since anyone can access
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Items available to Public.
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- The other access constraints are totally optional.
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7. Click <span mi btn>check</span> in the Menu Header once you have set a name, a Role and constraints. You will see
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your new Share under "Shares" in the Sidebar.
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8. Click the <span mi icon>more_horiz</span> button on the right side of your Share.
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9. Here you have 4 options:
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- **Copy Link** – Creates a hyperlink that you can copy and paste.
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- **Send Link** – Creates prompt for User to add email(s) and share the link.
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- **Edit** – Reopens the Share Options Menu for additional edits.
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- **Delete** – Permanently deletes the Share.
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Once the link is opened by a user, a custom page displaying the Shared Item will be rendered.
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::: warning Logout to test links
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If you open a Data Share link while logged in to Directus, it will redirect to the item in the regular Directus App.
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When testing a share, make sure to logout of the app before opening the link or simply open the link in another browser
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or incognito tab.
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:::
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## Share Options Menu
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- **Name** – Adds a name to describe the Share.
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- **Role** – [Assigns a Role](#assigning-a-role) for the Share to inherit permissions from.
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- **Password** – Creates a password that must be used to access the shared Item.
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- **Start Date** – Selects the first date that the Share can be accessed.
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- **End Date** – Selects the last date that the Share can be accessed.
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- **Max Uses** – Sets total number of times the shared Item can be viewed.
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- **Times Used** - Displays number of times the shared Item was viewed.
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## Creating and Viewing Shares
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A User's ability to create shares will be based on their Role's permissions. If you are an `Administrator`,
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_congratulations_! You can share any Item you want. However, other Roles created will likely have limits set on their
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Share permissions.
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Any given Share will inherit the same read permissions as the Role it was associated with in the Share Options Menu.
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This system allows for absolutely granular configuration options on Shares... _but it also means you'll need to
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understand [Users, Roles, and Permissions](/configuration/users-roles-permissions/#configuring-permissions) thoroughly
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to use Shares properly_. Here are some highlights of what you can do:
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- Set the Collections a Role can view or share.
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- Filter for specific Items a Role can view or share.
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- Set specific Fields a Role can view or share.
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- Set view permissions of relationally linked Items.
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- Restrict Role access to specific IP address(es).
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## Is Data Sharing Safe?
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We obviously don't want to expose Items unless they are explicitly shared, however some Items may be linked to Items in
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other Collections. So, in addition to inheriting the role's permissions, the API automatically generates and injects a
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permissions set so that only the shared Item _(and the Items relationally linked to that shared Item)_ can be viewed.
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But again, as noted previously, view-ability is still dependent on whether the Role associated to the Share has read
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permissions on those linked Collections.
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## Assigning a Role
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The Role option in the [Share Options Menu](#share-options-menu) lets you associate a Role to the Share. The Share will
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then inherit permissions of that Role.
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### Assign an Existing Role
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1. Navigate to the **Share Options Menu**.
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2. Click the Role Input Box and a new side menu will appear _(shown above)_.
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3. Select the Role you'd like your Share to inherit permissions from.
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4. Click <span mi btn>check</span> to confirm.
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### Creating / Editing a Role
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_If your Role has the correct permissions configured_, you can create a new Role and assign it to a Share _"on the fly"_
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in the Share Options Menu. However, you will still need to navigate to **Settings > Roles and Permissions > [Role
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Name]** to configure any read permissions.
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### Create a New Role
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1. Navigate to the **Share Options Menu**.
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2. Click <span mi icon>add</span> in the Role Input Box and the Role Options Menu will appear.
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3. Fill out the options to create the Role according to your needs.
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4. Click <span mi btn>check</span> to confirm Role creation.
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### Edit an Assigned Role
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1. Navigate to the **Share Options Menu**.
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2. Click <span mi icon>open_in_new</span> in the Role Input Box and the Role Options Menu will appear.
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3. Edit Role options according to your needs.
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4. Click <span mi btn>check</span> to confirm edits.
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::: warning You're creating / editing actual Roles!
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If you create or edit a Role in this menu, these changes will take effect app-wide, not just in the context of the
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Share.
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:::
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## Limit Sharing by Collection
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You can limit which Collections a Role is allowed to share.
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1. Navigate to **Settings > Roles and Permissions**.
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2. Select the **[Role Name]** that will be responsible for creating the Share.
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3. Find the **[Collection]** you wish to set Filter(s) for and click the icon in the column under
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<span mi icon>share</span> and a small menu will appear.
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4. Select <span mi>check</span> to enable and <span mi>block</span> to disable Shares on this collection.
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## Limit Sharing by Item
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Sometimes you may want a given Role to be able to share some Items but not others. Filters allow you to control exactly
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which Items a Role will be able to share, enabling you to do things like _only share reports that are marked as 'Done'_.
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1. Navigate to **Settings > Roles and Permissions**.
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2. Select the **[Role Name]** that will be responsible for creating the Share.
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3. Find the **[Collection]** you wish to set Filter(s) for and click the icon in the column under
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<span mi icon>share</span> and a small menu will appear.
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4. Select <span mi icon>rule</span>**Use Custom** and a side menu will appear.
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5. Create your Filter(s) as needed.
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## Limit Sharing by Field
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When you create a Share on some Item, you associate a Role _(and thus the Role's permissions)_ to the Item. This allows
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you to set read permissions for the exact fields _(including relational fields)_ that get shared.
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1. Navigate to **Settings > Roles and Permissions**.
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2. Select the **[Role Name]** that is assigned to the Share.
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3. Find the **[Collection]** and click the icon in the column under the <span mi icon>visibility</span> icon and a small
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menu will appear.
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4. Select <span mi icon>rule</span>**Use Custom** and a side menu will appear.
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5. Click **Field Permissions**.
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6. Click to check the Collection Fields you'd like to allow read permissions on.
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7. Select <span mi>check</span> in the side menu Header to confirm changes.
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