Scope Items: Introducing "Share with Org Unit Role"
Jan 03, 2025
3 min read
We are introducing a the new feature: "Share with Org Unit Role," designed to streamline and improve the way documents and scope items are shared within your organization. It will also replace the "Publish" functionality. This update simplifies sharing while enhancing security and performance.
Key Changes
- Introducing "Share with Org Unit Role"
- This feature enables users to share documents and scope items with specific organizational unit roles
- By targeting roles, you ensure information reaches only the relevant stakeholders.
- Removal of "Publish To" Concept
- The "Publish To" functionality is being phased out in favor of the new sharing mechanism.
- Previously, information published to an org unit was accessible to all users under that unit, regardless of their specific roles, increasing the risk of unintended access.
- Simplified Access through Common Org Units
- A new org unit is automatically created for each domain, named "[Name of Domain]/Common."
- A standard role, "View Common," is also created, allowing designated users to access shared items easily.
Benefits
- Enhanced Security: Reduces the risk of accidentally sharing sensitive information with unintended users.
- Improved Performance: Optimized sharing logic ensures faster processing and better system performance.
- Granular Control: Share information precisely with roles or groups that need access.
How It Works
To share a document with an org unit role - click on the "Share with org unit role", and select which org unit and role to share with.
To share a document to the predefined common org unit, click the link button "Share with [Name of Domain]/Common"
Note that the "Common" org unit and a "View Common" role for domains are automatically created.
Use Case Example
1) You need all project users, including contractors, to access certain documents and scope items. Here's how the new feature supports this:
- Assign the "View Common" role to all contractors and internal users in the "Common" org unit for the domain ([Name of Domain]/Common).
- Share the required documents and scope items with the "[Name of Domain]/Common" org unit.
This ensures that all authorized users gain appropriate access without exposing information beyond the intended audience.
2) You need all Risk Managers in the org unit "BD - Business Development" to have access to a Scope Item or Document:
- Share the required documents and scope items with the org unit: "BD - Business Development", and role "Risk Manager"
Why This Matters
The "Publish To" concept made information accessible to all users under an org unit, often leading to unnecessary exposure. For instance, publishing a meeting to org unit at the top level (e.g. "Corporation") made it visible to all users across the company, regardless of their roles or relevance to the project. This approach posed security risks and sometimes led to performance bottlenecks.
By transitioning to "Share with Org Unit Role," Omega 365 ensures a more secure, role-focused, and efficient sharing process.
Availability and Transition
The new feature is being rolled out now. Documents and scope items that has been made avaialble using the "Published To" feature will still be availalbe for these users. The "Published To" will be marked as "Deprecated", and add additional.
Q & A
To view the documents that are shared with an org unit, which context should I select?
Your context needs to be at the org unit where the documents is distributed to, or higher.
How do I ensure that all users in the project get access to the common area in an efficient way?
You can include access to the common area in the "Access template". It is also possible to share this documents directly to all the org units within the project.
Can we have multiple org units which is used for sharing documents to a common org unit?
Yes, administrators of the organization structure can create org units and name them "Common", in addition to the automatically generated org units created for each domain.