Upgrading the external share feature

External share was introduced in an update to Content Platform Engine V5.5.1 and IBM Content Navigator 3.0.4. If you first configured your system to use the external share feature with this interim fix version, you must now upgrade the feature when you upgrade to V5.5.2 and IBM Content Navigator V3.0.5.

Before you begin

If you customized an email template to use with external share, make a backup of the template, which will be overwritten during the upgrade. You can merge your customizations into the new template when the upgrade is complete.

About this task

This process includes both high-level and specific steps for upgrading external share. Some steps take place on the Content Platform Engine side, in the Administration Console, and some take place on IBM® Content Navigator. Review all the steps before you begin the process to enable the external share feature in your environment.

Procedure

To upgrade the external share feature:

  1. Upgrade Content Platform Engine to V5.5.2.
  2. Upgrade IBM Content Navigator to V3.0.5.
  3. In IBM Content Navigator, re-enable share on the object stores.
    1. From the Admin Desktop, navigate to the Repositories list.
    2. Right click each repository where you want to re-enable external sharing, click Configure Share, and review and complete all of the fields.
    3. Click OK to save your changes for Share, then save your changes on the repository.
  4. In the Administration Console for Content Platform Engine, grant your group of external users Create instance permission on the Document class and subclasses that are used by entry templates in the share-enabled object store, so that they can create a document in a folder where they have access.
    1. Navigate to Object_store > Data Design > Classes, and click Document.
    2. In the Document Class panel, click the Security tab.
    3. Click Add Permissions.
    4. Add the group of external users from your external LDAP directory.
    5. Grant the following permissions:
      • Permission type: Allow
      • Apply to: This object only
      • Permission group: Custom
      • Enable the following:
        • View all properties
        • Create instance
    6. Save your changes.
  5. Review the results of the ShareUpdateDownloadSweepJob sweep.
    As part of the upgrade enablement, a job sweep runs to update existing share download capability. If an external user can no longer download a shared object, or the share is included as an error in the results of the sweep, inform the share issuer that they must re-enable the user download permissions on the object in IBM Content Navigator.
    1. In the Administration Console for Content Platform Engine, navigate to Object_store > Sweep Management > Job Sweeps > Custom jobs, and click ShareUpdateDownloadSweepJob.
    2. Click the Sweep Results tab to view issues.
    3. For any instances where download is unavailable, inform the share issuer so that they can re-enable the share download permissions for their external users.
  6. Set security on the Document Share and Folder Share classes to control who can see share instances by selectively granting the share permission.

    For example, you might want to leave the share permission off large groups like #AuthenticatedUsers, and instead allow only supervisors to see the contents of the share records.

    1. In the Administration Console for Content Platform Engine, navigate to Data Design > Classes > Other Classes > Abstract Persistable > Share > Document Share.
    2. On the Document Share pane, click the Default Instance Security tab.
    3. Click the check-box for #AUTHENTICATED-USERS, then click Remove.
    4. Save your changes.
    5. In the Administration Console for Content Platform Engine, navigate to Data Design > Classes > Other Classes > Abstract Persistable > Share > Folder Share.
    6. On the Folder Share pane, click the Default Instance Security tab.
    7. Click the check-box for #AUTHENTICATED-USERS, then click Remove.
    8. Save your changes.