Review 360: Share Items with Team Folders

Create shared team folders in Review 360 to organize your content and assign permissions. Allow multiple authors to publish new versions of the content you shared in these folders for better collaboration.

• Share Folders and Items
• Understand Tasks and Permissions
• Publish Collaboratively
• Get Answers to FAQs

Share Folders and Items

Move Review 360 items to the Team directory to share them with everyone on the team and let them publish new versions. Share them in folders to stay organized and customize the share settings. 

There are two ways to move folders and items. 

• Hover over a single folder in the sidebar or an item card in the main window and click the More (•••) icon, then select the Move option. 
• Move multiple items and folders by clicking the checkboxes that appear when you hover over them in the main window, then clicking the Move icon on the dynamic action toolbar at the top.

Then, you have three where you can move your selected items and folders, each with slightly different steps.

• Team Root Directory

Select Team from the tree directory and click Move. If you're moving a folder, click Set share settings. Add the Everyone group or choose specific team members in the folder share settings, then click Save. 

Note: Everyone on the team has editor permission for items in the team root directory. See the Understand Tasks and Permissions section below for more details.

• Existing Folder

Select a folder in Team, then click Move. If you're moving a folder, Review 360 adds the share settings of the parent folder to the folder you moved. Learn more about permissions.

• New Folder

Select a location in the Team section and click the Create new folder icon in the lower-left corner. Give your new folder a name, add/remove team members, and click Save.

Note: Moving items to different folders or directories does not change their share link.

Unshare a Folder or Item

Unshare a folder or item by moving it anywhere in your Private directory. Use either of the two ways to move folders and items discussed above, then select a location in the Private section. 

Only owners can move folders and items they've shared. If you unshare a folder that contains folders or items owned by others, those folders and items are also unshared and moved to their Private directories.

Delete a Shared Folder or Item

Select folders and items as mentioned above, click the More (•••) icon, and select Delete.

Only owners can delete their shared folder or item and move them to their Deleted Items folder. If you delete a folder that contains folders or items owned by others, those folders and items are also moved to their Deleted Items folders.

Tip: Folders and items can only be deleted one at a time. Need to delete several items and folders? Move them to a new folder in bulk and then delete the folder.

Restore a Shared Folder or Item

From the Deleted Items, select the folder or item, and choose Remove from trash.

Restoring shared folders or items moves them back to their original location. If the location or folder no longer exists, you'll find them in your Private directory.

Understand Tasks and Permissions

Everyone on the team has editor permissions to all Review 360 items in the root Team directory. Control who sees your shared items by moving them to team folders and customizing the folder share settings, as described below.

Hover over the folder in the sidebar or the folder breadcrumb on top, click the More (•••) icon that appears, and choose Folder share settings. Or select the checkbox in the upper-left corner of the folder, then click the share icon on the dynamic action toolbar on top. 

In the pop-up that displays, search for specific team members by name or email and click their names to add them as editors. Or add the "Everyone" group to give all seatholders access to the folder. 

To remove access, hover over selected members and click the trash icon.

Permissions can be either explicit or inherited. Explicit permission is manually adding the user or group through the folder share settings. It doesn't change even when you move the folder. Inherited permission is when the folder automatically adds the share settings from the parent folder. If the folder is moved to another location, its inherited permissions are replaced with the new parent folder's share settings. To convert inherited permissions to explicit, remove the permissions and manually add them back. Updating folder share settings applies the change to all subfolders under it. Currently, this also affects folders owned by other members. The permission on the updated folder is explicit, while the permissions on the subfolders are inherited.

 

There are two roles in the folder share settings: owner and editor. See the table below to compare owner and editor permissions:

Folders

Tasks	Owner	Editor
View the shared folder
View shared folder permissions
Create a subfolder in the shared folder
Add a new item in the shared folder
Rename the shared folder
Change shared folder permissions
Move the shared folder
Delete the shared folder

Items

Tasks	Owner	Editor
View items
Download videos
Publish new versions of an item
Insert items as Storyline blocks in Rise 360
Hide and unhide versions of items
Download Storyline 360 project backups
Disable and re-enable comments
Export videos to an LMS
Modify share settings
Copy the shareable link
Allow users without Articulate IDs to comment
Set a password to view the item
Rename item titles
Duplicate items
Move items
Delete items
Restore versions
Delete comments

Publish Collaboratively

Allow multiple authors to publish new versions of Review 360 items you shared using any Articulate 360 authoring app. Here's how:

1. Publish your content to Review 360. Items are stored in the Private root directory when you first publish directly from authoring apps.
2. Move it to any folder in the Team directory, including the root folder.
3. Make sure co-authors have editor access to the folder.

When co-authors choose to publish a new version of an existing item to Review 360 using the same authoring app, they'll see the item you shared on the list.

For Storyline 360 items, editors also have the option to upload a new version, as shown below. Learn more about other editor tasks in the Understand Tasks and Permissions section above.

To see who made changes to the shared item, click the Version drop-down list in the upper left corner of the screen to switch between versions. Editors can hide or unhide versions, but only owners can restore a version.

Get Answers to FAQs

Can I transfer ownership of folders and items?

No, but editors can duplicate Review 360 items, and they'll own the copies. However, these won't include comments. You can also transfer ownership when removing the owner from the team subscription and selecting a new team member as the owner.

As a folder editor, I can publish new versions of Rise 360 content in team folders, even if I'm not a course/microlearning manager in Rise 360. Is this expected?

Yes, any seatholder in the same subscription with editor access to the Rise 360 item in Review 360 can publish a new version. This may include content on which you aren't assigned a collaborator role. Assigned collaborator roles in Rise 360 control who can publish the course or microlearning to Review 360. Assigned folder permissions in Review 360 team folders control who can publish new versions of the items in the folder.
Note: When publishing a new version from Rise 360, you can select any content to which you have editor permissions in Review 360. Let us know how this works for your organization.

What happens to shared content when the owner is removed from the team?

When you remove someone from your team, you must transfer all their shared content to another member to complete the process. To keep the user's unshared content with their Articulate ID account, uncheck the Include personal content box. This is handy when the user is a contractor or freelancer who used their personal Articulate ID to join your team and has personal content connected to it. See this article for more information about managing content when users leave your team.

If you're leaving the team, move all the content you want to keep to your Private directory first, then ask your admin to uncheck the Include personal content box when removing your access. More details on how long we'll keep your data here.

Can I give non-seatholder admins access to team folders?

Only seatholders in the same subscription can access team folders.

Will I be notified when someone updates the items I shared?

No, we don't send any notifications for team folders at this time.

What should I do when I plan to merge subscriptions?

We'll help you combine multiple Articulate 360 subscriptions to ensure shared content is transferred to the new subscription. Learn more about merging subscriptions.

What happens when the subscription expires and I want to reactivate it?

Shared content, such as Review 360 items in team folders, stays with the subscription. If you think you might renew your subscription later and want to keep your shared items, move them to your private directory before your subscription expires. 

Your online data remains intact if you renew your subscription with the same Articulate ID within six months. You'll have access to all your personal content items. Let us know if you need help retrieving shared content.