Using groups in ArcGIS Online is a great way to share information and collaborate with other users. There are two types of groups in ArcGIS Online: Default and Shared Update. Default groups grant the owner of the group full control of that group’s administration. In this group, members can only edit content that they own. With the introduction of Shared Update Groups, all of the same settings as the default apply, but all group members can edit ALL content shared with the group, regardless of content ownership. This allows for more collaboration among group members.
Previously, ASU’s ArcGIS Online users were only able to create Default groups where group members could only edit items that they owned. While useful for organizing and storing collections of content, this could, at times, limit the ability of group members to collaboratively work on the same content. If ASU’s ArcGIS Online users wanted to allow others editing capabilities for all group items, an ASU ArcGIS Online administrator, such as the Map and Geospatial Hub, would need to create the Shared Update group.
We’re happy to announce that it is now possible for ASU ArcGIS Online users to create Shared Update groups. Users with the “ASU Publisher” role can create Default and Shared Update groups. With Shared Update groups, members can edit shared group content. Owners of content items retain some exclusive access, such as deleting, sharing, moving, changing owner, and some other administrative tasks.
Creating a Shared Update group is easy. The shared update setting can be activated when first creating the group, as illustrated in the screenshot below.
Caution is advised when creating Shared Update groups. Situations might arise where a group owner wishes to not grant editing privileges to all shared group content. It is also prudent to coordinate content editing to avoid instances of group members making edit simultaneously, which can result in lost edits. Esri cautions that some ArcGIS apps that “don’t support updating items shared with shared update groups”. Also note that membership in a Shared Update group is limited to members of ASU’s ArcGIS Online organization.
In thinking about whether to create a Default or Shared Update group, it would be best to think about how the group will be utilized by members. Are you using the group to share, organize and view content but others don’t need to edit? Or would it be helpful for all group members to have editing privileges? If you create a Default group, you can always create a Shared Update group later if you find that group members need to edit content they don’t own.
For more information on creating Esri groups, please take a look at the Esri “Create groups” website.
If you have any questions, feel free to contact the Map and Geospatial Hub either via our Service Request form or email (mapgeo@asu.edu).