The Auto-sharing section in eWizard Business Admin allows you to configure rules that automatically grant content access to specific users or groups with defined roles and permissions. When content meets your configured criteria, the system automatically shares it, ensuring timely access without manual intervention.

If your Business Admin is missing the Auto-sharing section, contact eWizard Support for assistance.

To open the section main area, go to DISTRIBUTION ➝ Auto-sharing.

Here, you can do the following:

Create a new rule for auto-sharing. For this, click [1] on the quick access toolbar.
Search for the required rule by its name. For this, click [2] on the quick access toolbar.
Edit the rule. For this, click [3] in the required rule row within the record list.

Changes to metadata, conditions, roles, or users in auto-sharing rules take effect immediately and apply to both future content and previously shared items.

For example, if you update a rule from sharing Global content to Italy content, the system will stop sharing previously distributed Global content and begin sharing only Italy content that meets the updated criteria.
Delete the rule. For this, click [4] in the record list row of the required rule.
Deleting a rule automatically revokes access to all content items it shared and removes those content items from the Shared with me space in eWizard Library.
Set the number of rules [5] to display on the page and navigate between pages.

Rule creation

Auto-sharing rules in eWizard help you share content items created in eWizard Library and Planner automatically and efficiently. You can set conditions based on system and custom metadata to target the right users and groups.

The system also handles role conflicts by merging permissions from different rules and showing you how they're combined. Additionally, you can choose to send email notifications when content is shared—separately for new and existing content.

To initiate the rule creation, do the following:

Click on the quick access toolbar in the main area.
In the Create new auto-share rule popup, fill in the following metadata fields:
- Name: Enter the rule name.
- Users/groups: Enter user email (or several email addresses) or user group name you're assigning your rule to.
  When a user or group is already included in existing auto-sharing rules, the notification appears to inform you that permissions from all applicable rules will be combined during content sharing.
- Role: Select the role you want to assign with this auto-sharing rule.

The fields marked with asterisks (*) are mandatory.

3. Select the following checkboxes:

Metadata-based rule—to configure additional sharing conditions based on system and custom metadata, so that content items are shared only when specific metadata criteria are met.
To add a row with Metadata, Condition, and Value fields, click the button. The Metadata and Value fields are interdependent—the list of values depends on the metadata selected.
Include earlier content—to apply the rule to all existing content items upon saving.
If the checkbox is cleared, it applies only to content items created after the rule is saved. This setting is permanent and can't be changed once the rule is created.

Send email on auto-sharing—to send email notifications to users and groups when newly created content meets auto-sharing rules. Notifications include content item details and a direct access link. When the Include earlier content checkbox is also selected, separate notifications are sent for existing content items, specifying the number of shared content items and directing users to the Shared with me space in eWizard Library.

4. Click SAVE.

As a result, the new rule appears at the top of the list in the main area, and content items are automatically shared according to the created rule.

Shared content items can be found in the Shared with me space in eWizard Library.

All content item collaborators—whether assigned manually or automatically—are shown on the SHARING SETTINGS tab of the content item Details page.