Sharing Documents

Sharing a document with a user grants them access to view, comment on, modify, or share that document, depending on their permission level.

When you share documents with other users, you can choose to grant them access to entire folders of documents, or individual documents like workbooks, Reports, and Dashboards. In either scenario, you can choose the permission level with which new users join.

When you share a folder, invited users can access every document in that folder at the permission level you specify. If you grant a user access to an individual document at a higher permission level, it will supersede their folder-level permission level.

Folders can be shared with other users individually by email. Documents can also be shared with other users by email, as well as with a sharing link and through public sharing and embedding.

Documents can be shared with any number of other users.

Workbook Permissions

When you share a workbook with other users, you can choose the permission level with which they join the workbook.

Owner ✨ Full control to manage and share the workbook, including the ability to move and delete
Manager ✨ Full control to manage and share the workbook, but cannot move or delete
Collaborator ✨ Share workbook, create and edit rows and Views, but cannot create columns or edit Data Types
Editor Create and edit rows, but cannot share the workbook, create columns, or edit Data Types
Commenter Comment in workbook channels, row channels, and cell channels, but cannot edit or share the workbook
Viewer Read only access

Owners, Managers, and Collaborators are licensed users.

Permission levels for Reports and Dashboards are similar. Learn more in our article “Sharing Permissions”.

How to Share a Document or Folder

To share a document or folder,

  1. In your Workspaces sidebar, navigate to the document or folder you want to share
  2. Click the three-dot icon to the right of the document or folder name and select "Share..." from the dropdown
  3. In the Share dialog, select the method by which you want to share your document or folder

You can also access the Share dialog when you’re in a document by clicking the pink Share button in the upper right corner.

Ways to Share Documents

There are three ways to share documents with other users:

  1. Invite by email: Share documents with other users with an email invitation
  2. Get link: Generate a shareable link from which other users can join your document
  3. Public sharing and embedding: Share your document with anyone – even if they don’t have a account – with a shareable link or by embedding it in any website that supports iframes.

Invite by Email

Inviting users via email allows you to share your documents only with specific users. Users invited via email will receive an email from granting them access to your document, and the document will automatically appear on their homepage.

From the Invite by email section of the share dialog you can add and revoke each user’s access (via the x icon to the right of a user’s name), as well as change their permission level (by clicking on the dropdown next to their name).


To invite a new user to your document, enter their email address, include an optional message, select the permission level with which they’ll join, and click Send.

Get link

Sharing your document with a link allows you to give additional users access to your document without having to add them individually via email. Similar to inviting users by email, link sharing lets you control the permission level of those who access your document via the sharing link.


Choose whether your document link will be accessible only to users who have been invited to your document individually (Restricted by user), only to users who belong to a specific domain (Restricted by domain), or to any user with the sharing link (Anyone with link).

If you opt for a “Restricted by domain” link, you can specify which domain users must belong to in order to access your document.


Change the permission level with which new users will join by selecting it from the dropdown.

Public Sharing and Embedding

Public sharing and embedding lets you grant anyone access to a read-only version of your document via a shareable link, or by embedding it in any website that supports iframes.


Learn more about in our article “Publicly Sharing and Embedding Documents”.

What’s the difference between link sharing and public sharing?

There are two different methods of sharing your documents with the public: link sharing and public sharing and embedding.

If you generate a link with the “Get link” section of the Share dialog and make it available to “Anyone with the link”, those who follow the link will join your workbook with the specified permission level. They will need to be logged into a account to interact with the workbook, even if they are only joining as a Viewer.

Sharing by link can also be restricted to individual users you have invited via email or to users of a specific domain, like [NAME]

If you instead use public sharing and embedding, those who follow the link will be able to view your document whether or not they are logged into a account. They will view a read-only version of your document and may be able to interact with filters, sorts, and more depending on how you configure it.

Public sharing links can be accessed by anyone with the link, so exercise caution before sharing sensitive or confidential information this way.

Public sharing and embedding is currently only supported for workbooks. Public sharing and embedding for Reports and Dashboards is coming soon.

More Resources: Sharing and Collaboration’s sharing and collaboration features help you work with your team more efficiently and effectively, no matter how big or small. Learn more with these resources:

  • Sharing Permissions” – Learn how managing permission levels for your folders and documents helps you control access to your data
  • Publicly Sharing and Embedding Documents” – Learn how to easily share your data with anyone, even if they don’t have a account
  • Channels and Messages” – Learn how to collaborate with other team members in your workbooks