What is the IAM Share Directory?

The IAM Share Directory allows data stewards to publish the structure of their file share to all staff who can then request access to share folders. Access requests are emailed to both the data stewards and owners of the share folder who can then approve or reject the access request by clicking a link.

When an access request is approved or rejected the outcome is sent to the requestor as well as to all data stewards and owners of the share folder informing them of the outcome.

As a staff member, how do I request access to a share folder?

Open the IAM share directory in a web browser and locate the top level share for the Faculty, Institute or Other Area the share folder belongs to.

If the share has a Request Access button click it and locate the desired share folder. Once located click the Request Access button next to the share folder, enter a message for the approver and click submit. You will receive an email once your request has been approved or rejected.

If the share does not have a Request Access button you will need to click the Contact button to identify the file share data stewards who can be directly contacted to fulfil your request.

As a data steward or share folder owner how do I receive and and action an access request?

When a staff member requests access to a file share you will receive an email containing the details of the request and a button link to either approve or reject the request.

When a request is approved or rejected the requestor, share folder owner, and file share data stewards will receive an email confirmation.

Once a request has been approved or rejected it cannot be re-visited. If a request is accidentally approved then the owner or file share data steward will need to manually remove the user from the permissions of the associated share folder. If a request is accidentally rejected then the staff member will need to re-request access or be manually given permission to access the associated share folder.

As a data steward, how do I publish my file share to the share directory?

If you would like your file share published to the share directory allowing staff to directly request access to share folders please contact the IT Service Desk.

As a data steward, how do I hide or prevent anyone requesting access to certain folders?

Open the Manage Shares page, locate the share folder or container that you want to hide in the share directory and click the Edit button. 

Check the box labelled Hide in share directory then click Save. 

The container or share folder will display a hidden icon indicating that it is not visible in the share directory. Hiding a container hides both the container and all its contents.