Articulate 360 Teams: Understanding Content Ownership and Transfer Scenarios

As a 360 admin, you play a key role in managing your team’s content. Teams change, but the need to understand content ownership and access doesn’t. Read on to learn how ownership determines access to online content and how to transfer content when team members leave or subscriptions change.

Content Ownership

Let’s start with the basics of content ownership and whether content is considered personal or shared.

Personal: The online content your users create with Articulate 360 apps is owned by the subscription. However, it is also linked to their Articulate ID (AID) and considered their personal content. This personal content includes:

• Rise 360 courses, microlearning, and question banks in the private directory
• Unshared Rise 360 block templates 
• Review 360 items and folders in the private directory

Shared: If your users share their content with other authors or create content in team folders, it becomes shared content. That means it can’t be moved from the subscription until it’s made personal again. Shared content includes:

• Rise 360 courses, microlearning, and question banks in the team directory
• Rise 360 courses and microlearning with collaborators
• Shared Rise 360 block templates
• Review 360 items and folders in the team directory
• Storyline 360 shared team slides

Transfer Scenarios

Since the subscription owns shared content, changes in team membership and subscriptions may affect access to the content created. Here are a few scenarios where content is transferred or unlinked due to changes in subscription.

• Users Leave the Team
• Users Move to Another Subscription
• Subscriptions Merge
• Subscriptions Reduce Licenses
• Subscriptions Expire or are Cancelled

Users Leave the Team

If you need to remove a user from the subscription because they have left, you must transfer the user’s shared content to someone else on the team. You must also choose whether to include the user’s personal content in the transfer or let the departing user keep it. If you want to transfer the content to a new user and there’s no open license, you can temporarily add the new user as a 360 admin. Review this user guide to learn more.

Users Move to Another Subscription

A user’s personal content stays with their Articulate ID when they move to another subscription. They can turn any shared content they own into personal content by unsharing or transferring it to their private directory before they leave the current subscription.

When moving a user to another subscription, you can allow them to maintain access to their personal content. Here’s how:

1. Shared content won’t transfer to a new subscription until it’s made personal again. Determine whether the shared content should remain on the current subscription or move with the user to the new subscription. If it needs to move, the user must make that content personal before the removal process. In the new subscription, they can share that personal content with other authors or create content in team folders.
2. Remove the user from the current subscription, then uncheck the Include personal content option when prompted.
3. Invite the user to the new subscription. They’ll regain access to their personal content once they accept the invitation and join the new team.

If you need to move a large number of users to another subscription, contact success@articulate.com. We will help coordinate the process to ensure a smooth transition.

Subscriptions Merge

Having one subscription for everyone on your team lets you fully utilize Articulate 360’s collaborative features. Contact us using this form if you want to combine subscriptions. We’ll set everything up and ensure your team’s content (private and shared) remains intact. Read this article to learn what happens when merging subscriptions and how to complete the process.

Subscriptions Reduce Licenses

If needed, you can request a license reduction for your subscription. However, you may risk losing content if you wait for the system to remove the creators automatically upon renewal. To maintain access to private and shared content, make sure to free up the number of licenses being reduced before the renewal date. Learn more about reducing licenses in a subscription. (For Articulate 360 trials, read this article when buying fewer licenses than the number of users in your trial.)

Subscriptions Expire or are Cancelled

If you cancel your subscription or let it expire, any personal content stays with an individual’s Articulate ID, but shared content remains with the original subscription. We’ll keep that content on our servers for up to six months after your paid subscription expires or your free trial ends. 

If you decide to resubscribe within 60 days, reach out to success@articulate.com. We can help you reinstate your existing subscription so you can pick up where you left off. If it’s after 60 days, you’ll need to purchase a new subscription. Learn more about reactivating or replacing a lapsed subscription.

If you do decide to cancel or let your subscription expire permanently, read this article to understand what happens and what you need to do before you cancel. Regardless, we’ll keep your content on our servers for up to six months after your paid subscription expires or your free trial ends. We’d be sad to see you go, but we’ll be here if you need us or want to renew your subscription later.