You can control how much access invited users have in your folders and workbooks by adjusting their permission levels
Spreadsheet.com is made for collaborating with other users. Share your workbooks and folders with your team members, customers, partners, and more to allow them to view, edit, or manage workbooks. Different permission levels let you customize how much access you give your users, permissions which you can later change or withdraw.
If you invite someone to a workbook or folder as a licensed user and they are not already a licensed user in your workspace, your workspace will be charged a prorated fee for new licenses.
About Permissions
When inviting a new user to a workbook or folder, you can specify their permission level before sending the invitation email. Similarly, you can set the permission level for any user who joins your workbook via a link.
You can also change a user's permission level at any time after they've joined a workbook or folder via the Share workbook or Share folder dialogs. Learn more about managing workbook and folder users in our Collaboration and Sharing Overview.
Workbook Permissions
You can share individual Workbooks with users, giving different users different levels of access or giving one user different levels of access on different workbooks. A user's permission level will define what options they can access to edit, comment on, or share that workbook.
When given access to an individual workbook instead of a folder, invited users will still see the folder on their home page, but they will only see the specific workbooks that they have access to.
Understanding Workbook Permissions
Spreadsheet.com provides 6 different permission levels to choose from when sharing workbooks:
- Owner ✨
An Owner can do anything with any workbook they own, including deleting the workbook, moving it, and changing the Owners. Only a licensed user can be assigned this permission. - Manager ✨
A Manager can do anything with a workbook they manage except deleting it, moving it, or changing the Owners. Only a licensed user can be assigned this permission. - Collaborator ✨
The Collaborator permission level allows users to create and edit rows within the workbook and add data, but does not allow structural changes such as add/modify/remove columns, configuring columns, editing cell data types, or modifying formatting. Collaborators can also share the workbook with other users. - Editor
The Editor permission level allows users to create and edit rows within the workbook, but does not allow structural changes such as add/modify/remove columns, configuring columns, editing cell data types, or modifying formatting. - Commenter
The Commenter permission level allows users to view the workbook, expand rows, view attachments, and make comments. - Viewer
The Viewer permission level allows users to view the workbook, expand rows, and view attachments.
✨ Only licensed users can be Owners, Managers, or Collaborators.
Folder Permissions
Users with Folder permissions inherit that same permission level for all Workbooks in that folder. For instance, users with Editor permissions for the folder will have Editor permissions for every workbook in that folder.
Folder users have permissions that only apply to that folder, so if you move workbooks out of your folder, then folder users can no longer access the moved workbook, unless they also have access to the new folder. Similarly, moving workbooks into a folder will grant all folder users access to that workbook.
Folder users cannot be assigned a lower permission level on any workbook within a folder than their folder permission level. However, they can be assigned a higher level of access for particular workbooks within the folder.
Understanding Folder Permissions
Spreadsheet.com provides 6 different permission levels to choose from when sharing folders:
- Owner ✨
An Owner can do anything with any folder they own, including deleting a folder, moving folders or workbooks to a different folder, and changing the Owners. Only a licensed Spreadsheet.com user can be assigned this permission. - Manager ✨
A Manager can do anything with a folder they manage except deleting it, moving it, or changing the Owners. Only a licensed Spreadsheet.com user can be assigned this permission. - Collaborator ✨
The Collaborator permission level allows users to create and edit rows within any workbooks in a folder and add data, but does not allow structural changes such as add/modify/remove columns, configure columns, edit cell data types, or modifying formatting. Collaborators can share the folder (or any individual workbook within it) with other users. - Editor
The Editor permission level allows users to create and edit rows within any workbooks in the folder but does not allow structural changes such as add/modify/remove columns, configure columns, edit cell data types, or modifying formatting. - Commenter
The Commenter permission level allows users to view any workbooks in the folder, expand rows, view attachments, and make comments. - Viewer
The Viewer permission level allows users to view any workbooks in the folders, expand rows, and view attachments.
✨ Only licensed users can be Owners, Managers, or Collaborators.
Requesting Higher Permission Levels
If you are invited to a workbook as a Viewer, Commenter, or Editor, you can ask the workbook owner to grant you a higher permission level from within the workbook.
Requesting Editor Permissions as a Viewer or Commenter
If you are invited to a workbook as a Viewer or Commenter, you can request Editor permissions by clicking on the blue button next to the workbook title.
When you click the blue Request edit access button, you will be prompted to write a message that will be sent to the workbook owner via email along with your request. When the workbook owner receives the email, they can grant you Editor permissions.
Requesting Licensed User Permissions as an Editor
If you are invited to a workbook as an Editor, you can request Licensed User permissions (Collaborator, Manager, or Owner) by clicking on the blue button next to the workbook title.
From this dialog, you can select the permission level you would like to request and write a message that will be sent to the workbook owner via email along with your request. When the workbook owner receives the email, they can grant you your requested permission level.
Read on to learn more about Sharing & Collaborating in Spreadsheet.com workbooks, including Public Sharing and Embedding and collaborating with users in Channels and Messages.