Managing Shared Lists

Managing Shared Lists

Shared Lists

Shared Lists can be created in the Lists window, List Search, or the List Migration window, or by converting a Local List. Once created, they can be added to Group/Policy Templates and used for filtering in a Group Policy. Shared Lists function the same as Local or System-Wide Lists, performing actions like allowing, denying, assigning a category, or rewriting a URL. Note that all lists under the Shared tab in the Lists window are considered Shared Lists. Lists designated as System-Wide are marked this way because they have been added to Processing Step.

Advantages of Shared Lists:
  1. Consistency: Shared and updated across multiple Groups.
  2. Consolidation: Combine entries from multiple Local Lists.
  3. Flexibility: Apply to Groups via Group/Policy Templates.
  4. Administratice control: Assign to SysOps for streamlined administration.

Creating a Shared List in the Lists Window

You can create Shared Lists in the Lists window by clicking the Create tab. Enter the List Name and select the Restrict Actions options. If no actions are selected, all actions will be applied by default. For Shared Lists, the List Assignment options are not required. Once complete, click Create List.


New entries can be added or imported. These lists can be updated and are automatically applied to all Groups associated with the Shared List.


Depending on assigned permissions, they can be made available to all Group Policies.

Adding a Shared List to a Group

Once a List is created in the Lists window or converted from a Local List, you can use the URL Keyword Shared Lists tab to add the Shared Lists.
  1. Open the Group you would like to edit and click the Policies tab.
  2. Click the List tab and then click the Policy to open it.



  3. Click the URL Keyword Shared Lists tab and then the Manage Shared Lists button.
  4. Click the List you would like to share from the Available Lists column to add it to the Used Lists column.
     The selection is automatically saved.

Converting a Local List to a Shared List

You can use the Convert Local List to Shared button to convert a Local List to a Shared List. This allows you to share lists with other members of your organization.
  1. In the Policy page, click the URL Keyword Local List tab.
  2. Click the Convert Local List to Shared button.
  3. In the pop up window, enter the name for your new Shared list and optional comments. Click Save.



  4. The List is automatically assigned to the selected Policy as a Shared List. It is also now available to other Policies.



Bulk Assigning Shared Lists to Policies

The Policies tab in the Lists window allows you to add multiple policies to lists in bulk.
  1. Open the List and click the Policies tab.
  2. Select one or more Policies from the Assign to Policies dropdown
  3. Click Submit to assign the List to the Policies.
    The Shared List is assigned.

How Shared Lists are Checked

In this example, when a request is made, you can see in Example 1 that Facebook and YouTube are denied by the Category Social Networking. In Example 2, Facebook is denied by the Shared List but allowed by the Group Local List and therefore it allowed for that Group. In Example 3, Facebook is still allowed by the Group's Local List but denied by the System-Wide List and Facebook is now denied.

Shared Lists perform the same actions as Local or System-Wide Lists, such as allowing, denying, assigning a category, or rewriting an entire URL. However, note the following priority order when lists are processed:
  1. System-Wide Lists have the highest priority.
  2. Local Lists have priority over Shared Lists.
  3. Shared Lists are processed last.
When a category is denied by a System-Wide List, processing stops, and Local and Shared Lists are not considered.

Examples:
  1. Example 1: Both Facebook and YouTube are denied by the System-Wide List under the category Social Networking.
  2. Example 2: Facebook is denied by a Shared List but allowed by the Group’s Local List, so Facebook is allowed for that Group.
  3. Example 3: Facebook is allowed by the Group’s Local List but denied by the System-Wide List, resulting in Facebook being denied.


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