Share Print Templates

Sharing print templates allows other people to access the templates. There are different levels of sharing:

Allow End Users to Run Prints : To allow users to run a print, share the print template's ArcGIS item with the users. In addition, users must have access to the application that hosts the template.
Allow Authors to Modify Print Templates : To allow other print authors in your organization to modify print templates in Print Designer, create an ArcGIS group with update capabilities and share the print templates with the group.

A quick way to share a print template with another print author in your organization is to provide the other author with the URL to Print Designer appended with a parameter that points to the print template. This opens Designer and the print template. For example:

https://apps.vertigisstudio.com/printing/designer/#print=4979f7d88b444308bd2ccc0eeb31dfe2

Allow End Users to Run Prints

This topic assumes that you have already created the groups you want.

To allow an end user to run a print, you must share the print template with the user.

Sharing a print template and its host application with Everyone (public) or Organization provides sufficient privileges to run the print. If you want to create an ArcGIS group for users who are allowed to run prints, creating the group using a Publisher or User account provides sufficient privileges. If you create the group using an Administrator account, make sure you set What items in the group can its members update? to Only their own items.

For more information on creating groups, refer to the Esri documentation for the version of ArcGIS you use: Portal for ArcGIS or ArcGIS Online. For instructions on sharing ArcGIS items, see Share an ArcGIS Item.

The way that you allow users to run a print depends on the type of host application:

Share Print Templates Hosted by a VertiGIS Studio Application (VertiGIS Studio Web or Geocortex Viewer for HTML5)
Share Print Templates Hosted by a Web AppBuilder in Portal for ArcGIS App
Share Print Templates Hosted by a Web AppBuilder (Developer Edition) App

Share Print Templates Hosted by a VertiGIS Studio Application

To share a template that is hosted by a VertiGIS Studio application, Share an ArcGIS Item.

To allow users to run a print hosted by a VertiGIS Studio application:

Follow these guidelines for sharing a template hosted by a VertiGIS Studio application:

Host Application is Public: In this scenario, anyone can run the host application. Users do not need to sign in to access the host application.

If you want anyone to be able to run the template, share the workflow item with Everyone (public).

If you want to restrict who can run the template, share the template item with your organization or with one or more groups.
Host Application is Secured: In this scenario, access to the host application is restricted to certain users. Users must sign in to the host application.

To secure a Geocortex Viewer for HTML5 viewer, use Geocortex Essentials security.

If you want all the application's users to be able to run print templates, share the template item with those users.

If you want to restrict who can run the template, share the template item with a subset of the application's users.

Share Print Templates Hosted by a Web AppBuilder in Portal for ArcGIS App

To allow users to run a print that is hosted by a Web AppBuilder in Portal for ArcGIS app, you must share the host app and the print template with the users. In one scenario, you must also share the widget that runs the print.

You share print templates and widgets the same way that you share apps—by sharing their ArcGIS items. The item is created by VertiGIS Studio Printing the first time you save the print template. The widget item is created when you register the widget.

To allow users to run a print template hosted by a Web AppBuilder in Portal for ArcGIS app:

The steps that you take to allow users to run a print depend on whether the host app is secured. Follow the instructions that apply to you:

Host App is Public: In this scenario, the host app is shared with Everyone (public). To run the app, users do not need to sign in to Portal for ArcGIS.

The way that you share the print template depends on the version of Portal for ArcGIS you use:
- Web AppBuilder in Portal for ArcGIS 10.6+
  
  Share the print and widget items as follows:
  - To allow anonymous users to run the print, share the print item and the widget item with Everyone (public). See Add Custom Widgets.
    
    This is the only scenario in which you need to share the widget item.
  - To restrict who can run the print, share the print item with your organization or with particular groups. Do not share the print item with Everyone (public). You do not need to share the widget item.
- Web AppBuilder in Portal for ArcGIS 10.5.1
  
  To run a print in 10.5.1, users must sign in to Portal for ArcGIS. Anonymous users cannot run prints in 10.5.1 because in 10.5.1, public apps will not load custom widgets for anonymous users. The VertiGIS Studio Printing widgets are custom widgets. See Add Custom Widgets in the Esri documentation.
  
  Users from others organizations cannot access a custom widget that is registered in your organization. See "Share a Custom Widget" in Add Custom Widgets.
  
  Share the print item as follows:
  - To allow any signed-in user to run the print, share the print item with Everyone (public). You do not need to share the widget item.
  - To restrict which signed-in users can run the print, share the print item with your organization or with particular groups. Do not share the print item with Everyone (public). You do not need to share the widget item.
Host App is Secured: In this scenario, the host app is shared with your organization or with particular groups. The app is not shared with Everyone (public). This secures the app. To access the app, users must sign in to Portal for ArcGIS.

Share the print item as follows:
- To allow all of the app's users to run the print, apply the same sharing settings to the print item as you applied to the app item. You do not need to share the widget item.
- To restrict who can run the print, share the print item with a subset of the app's users. You do not need to share the widget item.

Share Print Templates Hosted by a Web AppBuilder (Developer Edition) App

When you use a Web AppBuilder (Developer Edition) app to host a print template, the host app is deployed to your website. You use the website's security to manage access to the app.

In this scenario, the widget is installed in Web AppBuilder. There is no widget item in ArcGIS. Any user who has access to the app also has access to the widget.

To allow users to run a print hosted by a Web AppBuilder (Developer Edition) app:

The steps that you take to allow users to run a print depend on whether the host app is secured. Follow the instructions that apply to you:

Host App is Public: In this scenario, the host app is shared with Everyone (public). To run the app, users do not need to sign in.

Share the print item as follows:
- To allow anonymous users to run the print, share the print item with Everyone (public).
- To restrict who can run the print, share the print item with your organization or with particular groups. Do not share the print item with Everyone (public).
Host App is Secured: In this scenario, the host app is shared with your organization or with particular groups. The app is not shared with Everyone (public). This secures the app. To access the app, users must sign in.

Share the print item as follows:
- To allow all of the app's users to run the print, apply the same sharing settings to the print item as you applied to the app item.
- To restrict who can run the print, share the print item with a subset of the app's users.

Share an ArcGIS Item

To share an ArcGIS item

Follow the steps outlined on the Share items help page to share an ArcGIS item.

Allow Authors to Modify Print Templates

Within an organization, there is usually more than one person who can maintain the organization's collateral, like print templates. To share print templates with other print authors in your organization:

Create an ArcGIS group with update capabilities
Share the sign-in application with the group
Share the print templates with a group

As print authors create new print templates, they share the templates with the group so the other print authors in the organization have access.

Update capabilities are required to allow print authors to open each other's print templates in Print Designer. The authors can modify the print template or create a copy by saving it under a new name.

In ArcGIS, groups with Update capabilities are closed to users outside the organization in which the group was created. This means that print authors must be members of your organization.

To share a print template with someone outside your organization, export the print template following the instructions in Share a Print Template with an Author Outside your Organization. This provides the outside author with a copy of the print template.

Administrators of your ArcGIS organization are allowed to modify everything.

Share a print template with a print authors group

Step 1: Create a print authors group

To create a print authors group, follow the steps outlined on the Create Groups help page.

Keep in mind the following items when creating a group:

When you create the group, sign in using an Administrator account for your organization. Administrative privileges allow you to create groups that give their members update capabilities.
To allow print authors to collaborate on print templates they are developing, set Who can contribute content to the group? to Group Members when you create the group. This ensures that an author can share a new print template with the group, without having to get help from an administrator.
Make sure you set What items in the group can its members update? to All Items when you create the group. This enables the update capabilities for the group.

You can only see the What items in the group can its members update? setting when you are signed in as an Administrator. This setting is hidden for Publisher and User accounts.

Step 2: Share the Sign-In Application with the authors group

Follow the steps outlined in the Share items with a group page to share the Sign-In App with your authors group

Step 3: Share the print template with the print authors group

The authors group you created to share the Sign-In App with may be enough infrastructure for your organization, to allow group members to share print templates. Alternatively, you may need to create additional groups to further delimit which members are able to share their print templates with. For example. you may need to create Engineering, GIS, and Operations groups whose members can only share print templates with members of their own group rather than all print templates authors. The members of any additional groups must also be members of the group that the Sign-In App is shared with.

Follow the steps outlined in the Share items with a group page to share a print template with a group.

Open a Shared Print Template

Just as you can share your print templates with other print authors, other print authors can share their print templates with you. Print Designer's File menu has a Shared With Me option that lists the print templates authored by someone in your organization that are shared with the organization or a group that you belong to.

To open a shared print template:

In Print Designer, click File in the sidebar.
Click Shared with me.
Double-click the print template or select the print template and click Open.

If you know the print template's title or part of the title, you can search for the print template.