Use a shared root folder
If multiple people in your organization need the same documentation sets, place them in a shared root folder on a network location. ArcGIS Documentation Center lets each user point to that folder, so everyone can access the same documentation sets without maintaining separate local copies.
In these scenarios, you should give read-only permissions to organization members who reference the shared documentation sets. This prevents accidental deletion or modification of documentation sets while still allowing everyone to access and view the documentation. Members who download and update documentation sets will need read/write permissions.
Steps
Set up a shared folder on a network drive and give read/write permissions to the users who will manage the documentation sets and read-only permissions to users who will only reference the documentation sets.
Important:
The shared folder must be hosted on either a Windows Server or dedicated file server. Windows 11 client machines limit the number of concurrent connections to shared folders, so hosting on a client machine is not recommended for more than a few users.
A user with read/write permissions can open ArcGIS Documentation Center and change the root folder to the shared folder. This user can then download documentation sets to the shared root folder.
Alternatively, this user can download documentation sets to a local root folder, export the documentation sets from the local root folder, and import them into the shared root folder. This workflow may be preferred if you want to scan documentation sets for security purposes before sharing them on the network.
Other users can set the shared folder as their root folder in ArcGIS Documentation Center to access the shared documentation sets.
If a user with read/write permissions updates or removes documentation sets, the changes will be reflected for all users who have the shared folder set as their root folder.
If a user with read only permissions needs to take a documentation set offline, such as to work in the field or from home, they can export the documentation set from the shared root folder and import it into a local root folder.