Advanced access permission management using shared objects

If setting up access to objects at the workbook and collection level is not enough, you can resort to shared objects. Shared objects are connections and datasets you can reuse and link to several workbooks for different teams.

How to create a shared object

Shared objects are created within a collection.

To create a shared object:

  1. Create a collection to store shared objects.

    1. In the left-hand panel, click Collections and workbooks.
    2. On the top panel, click Create → Collection.
    3. Enter a name for the collection.
    4. Optionally, enter a description of the collection.
    5. Click Create.

  2. Go to the collection you created in the previous step.

  3. On the top panel, click Create → Shared objects → Connection.

  4. Create the connection using the instructions from the list.

Shared datasets are created based on shared connections.

  1. Open the collection storing the shared connection.

    1. In the left-hand panel, select Collections and workbooks.
    2. Select a collection with a shared connection from the list and open it.

  2. In the top-right corner, click Create → Shared objects → Dataset.

  3. Create a dataset by following this guide.

  4. Configure rules for delegation of access permissions to the shared connection:

    • Delegate access permissions: Access permissions to the shared connection will not be checked within the workbook that will use the shared dataset. This means that anyone with access to the workbook the connection is linked to will also have access to the connection.
    • Do not delegate access permissions: For users to access the connection from the workbook the connection is linked to, they must be granted access to the original, i.e., the shared connection.

  5. Click Apply.

How to add a shared object to a workbook

Shared objects are linked at the workbook level. In the workbook, they are displayed under Linked objects.

Shared objects can be linked to a workbook by a user with the following permissions:

  1. Admin for the workbook the shared object will be linked to.
  2. Admin or Links without delegation or Links with delegation for a collection of shared objects or directly for the shared objects that will be linked to the workbook.

To link a shared object to a workbook:

  1. In the left-hand panel, click Collections and workbooks.

  2. Select a workbook to link the shared connection to and open it.

  3. On the top panel, click Create → Shared objects → Connection.

  4. Select from the list a collection with the shared connection you need, click it, and click the shared connection.

  5. Configure rules for delegation of access permissions to the shared connection:

    • Delegate access permissions: Access permissions to the shared connection will not be checked within the workbook. This means that anyone with access to the workbook the connection is linked to will also have access to the connection.
    • Do not delegate access permissions: For users to access the connection from the workbook, they must be granted access to the original, i.e., the shared connection.

  6. Click Apply.

  1. In the left-hand panel, click Collections and workbooks.

  2. Select a workbook to link the shared dataset to and open it.

  3. On the top panel, click Create → Shared objects → Dataset.

  4. Select from the list a collection with the shared dataset you need, click it, and click the shared dataset.

  5. Configure rules for delegation of access permissions to the shared dataset:

    • Delegate access permissions: Access permissions to the shared dataset will not be checked within the workbook. This means that anyone with access to the workbook the connection is linked to will also have access to the dataset.
    • Do not delegate access permissions: For users to access the dataset from the workbook, they must be granted access to the original, i.e., the shared dataset.

  6. Click Apply.

Roles for shared objects

Limited viewer

The Limited viewer role for a shared object allows you to view charts and dashboards that use the shared object without directly accessing it.

Viewer

The Viewer role for a shared object allows you to view that shared object and the access permissions for it.

Includes permissions granted by the Limited viewer role.

Editor

The Editor role for a shared object allows you to edit it and view access permissions for that object.

Includes permissions granted by the Viewer role.

Admin

The Admin role for a shared object allows you to manage it: edit, move, delete, and configure access permissions for it.

Includes permissions granted by the Editor role.

Links without delegation

The Links without delegation role for a shared object allows you to link it to workbooks without delegating access permissions.

Links with delegation

The Links with delegation role for a shared object allows you to link it to workbooks with or without delegating access permissions.

Roles for a collection with shared objects

Links without delegation

The Links without delegation role for a collection allows you to link shared objects from the collection to workbooks without delegating access permissions.

Links with delegation

The Links with delegation role for a collection allows you to link shared objects from the collection to workbooks with or without delegating access permissions.

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Basic setup
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Access to data rows