Sharing Community Forum Topics
By default, Community Forum Topics are restricted to the owner and are not accessible to other users. The owner or an administrator must configure sharing settings to allow users to access and participate in forum topics. Sharing permissions provide granular control over who can view and interact with specific forum discussions.
Requirements
To share Forum topics, users must be assigned a security role with the following permissions:
- Administrator System Role permissions
Understanding Topic Sharing
Default Privacy Settings
- Private by Default: All newly created topics are set to "Visible only to me"
- Owner Control: Only the topic owner can initially access the topic
- Administrative Override: Administrators can share any topic regardless of ownership
- Explicit Sharing Required: Topics must be explicitly shared before users can access them
Access Level Control
Topic sharing controls both visibility and participation rights, determining who can:
- View topic content and existing discussions
- Post new questions and start discussions
- Reply to existing posts and engage in conversations
- Subscribe to topic notifications
Configuring Topic Sharing
Accessing Sharing Settings
Method 1: Through Forum Interface
- Navigate to the Forum tab
- Click the Topic you want to share
- Click the gear button (settings icon)
- Select Share from the dropdown menu
Method 2: Through Community Settings
- Navigate to Setup Home > Manage > Community Settings > Community Forum Settings
- Click the Topics tab
- Click the dropdown arrow next to the desired topic
- Click Share from the actions menu
Sharing Options Configuration
Visibility Level Selection Choose from three primary sharing options:
Visible only to me
- Only the owner can access the Topic
- All Topics are set to this option by default
- Use for private preparation and testing
Visible to all users
- All portal users can access the Topic
- Broadest access level for general community discussions
- Users still need appropriate Forum permissions to participate
Visible to certain groups of users
- Specified users can access the Topic
- Most flexible option for targeted sharing
- Allows precise access control
Granular User Assignment
When selecting "Visible to certain groups of users," configure specific access:
Adding Specific People
- Search and add individual users by name
- Assign permission levels (typically "View" for forum access)
- Users appear with their profile information and assigned permissions
Adding User Groups and Security Roles
- Search for and add User Groups for efficient management
- Add Security Roles to grant access to all users with specific roles
- Use the search field: "Add User Groups or Roles or Users..."
Permission Levels
- View: Standard forum access allowing viewing and participation
- Remove users by clicking the delete icon next to their assignment
Public Web Access
Guest Security Roles
- Add Guest Security Roles to share topics publicly with the web
- Enables access for unauthenticated visitors
- Use with caution for sensitive or internal content
- Consider content appropriateness for public consumption
Sharing Strategy and Best Practices
Content-Based Sharing Decisions
Public Community Topics
- General discussions and knowledge sharing
- Product feedback and feature requests
- Community guidelines and welcome information
- Share with "Visible to all users" or include Guest Security Roles
Partner-Specific Topics
- Industry discussions and best practices
- Partner program information and updates
- Collaborative planning and strategy discussions
- Share with Partner Security Roles or specific partner User Groups
Customer Support Topics
- Technical support and troubleshooting
- Product documentation and FAQs
- Customer feedback and suggestions
- Share with Customer Security Roles or specific customer groups
Internal Topics
- Company announcements and policy updates
- Employee discussions and collaboration
- Internal training and development
- Share with Employee Security Roles only
User Experience Considerations
Navigation and Discovery
- Shared topics appear in users' forum navigation based on their permissions
- Users only see topics they have access to view
- Topic organization and categories help users find relevant discussions
Participation Rights
- Sharing grants both viewing and participation rights
- Users must also have appropriate Forum Post permissions to contribute
- Announcement topics restrict posting to employees even when shared broadly
Security and Privacy Planning
Sensitive Content Protection
- Use granular sharing for confidential or sensitive discussions
- Review content appropriateness before enabling public access
- Consider regulatory or compliance requirements for shared content
Access Level Validation
- Test sharing configurations with representative users
- Verify that intended audiences can access and participate appropriately
- Monitor shared topics for appropriate usage and content
Managing Shared Topics
Ongoing Sharing Management
Reviewing Access Lists
- Periodically review who has access to each topic
- Remove users who no longer need access
- Update sharing as organizational needs change
Permission Updates
- Modify sharing settings as topics evolve
- Expand or restrict access based on content direction
- Coordinate sharing changes with content moderation needs
Performance Monitoring
- Track participation levels in shared topics
- Identify underutilized topics for sharing adjustment
- Monitor engagement to optimize sharing strategies
Integration with Forum Security
Relationship to Other Access Controls
Entity Permissions: Users must have Forum: Read and Forum Post permissions in addition to topic sharing access
Security Role Integration: Topic sharing works within the broader Security Role permission framework
Account-Based Filtering: Partner and Customer users see shared content filtered by their Account associations
Module Visibility: Users must have Forum Tab and App visibility configured in their Security Roles
Topic sharing provides essential access control that enables targeted community building while maintaining appropriate security boundaries and supporting diverse user communities across your portal ecosystem.
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