Share a workbook

Users with Can Edit permission and the user account level Share permission can give access to a Sigma document to others. You can set permissions and share a workbook with individuals, teams, and everyone in the Sigma organization. Users granted share permission on a workbook automatically have view access to the data in the connection.

Requirements

To share a workbook, you must have:

  • Can Edit access to the workbook.
  • Share permission on your user account type.

Share a workbook with an organization member or team

You can share a draft or published workbook.

  1. Open the Share Workbook modal using one of the following methods:
    • Click the Share icon at the top right of the title bar.Β Β 
      share-icon.png
    • From the workbook menu (the caret β–Ό next to the workbook title), select Share.
      The Share Workbook modal opens. Initially it lists you as the person with access.
      share-modal.png
  2. In the search bar, enter the team or organization member with whom you would like to share the workbook. Sigma lists your selection under Person or team with access.
  3. Repeat, as needed, for additional teams or members.
  4. For each invitee, select a Permission from the dropdown.Β 
    share-modal-add-team.png
  5. (Optional) Add a message.
  6. By default Sigma sends an email message. Uncheck the box if you don't want to send an email.
  7. Click Share.

Share a workbook with your organization

You can copy a link to the workbook and share it with users in your organization. Guest users and external users will not be able to access the workbook.

  1. Access the Share Workbook modal as described in the previous section's Step 1.

  2. At the bottom of the modal in the General access link section, toggle Allow sharing by link. The All members of your organization shows the available permissions:ShareWorkbook-general-access.png

  3. Set the permission level in the dropdown. The following permissions are available:

    • Can view
    • Can explore
    • Can edit

    For more information see Workbook permissions and user types.

  4. After you set the permission, the workbook is shareable.

  5. Click Copy Link to share it.

  6. Click X to close the modal.

Share an unsaved workbook exploration

You can share a workbook from Explore mode using a link. It works the same way as using links to sharing other workbooks, with the additional checkboxΒ Link to current exploration that is selected by default.

share-exploration.png

Tip: If you make changes to the workbook exploration, you'll need to create a new link in order to share the changes.

Workbook permissions and user types

The workbook's permission level takes precedence over the user type if the user type has a permission level that exceeds the workbook's permission. For example, if a user has the Creator user type, and the workbook is assigned to the organization with Can View permission, the Creator user can't modify the workbook, they can only view.

If the user type is below the permission set on the workbook, then it limits the user to their user type. For example, if the user has a Viewer user type but workbook gives Can Edit permission, then the user is limited to view access.

Workbook sharing permissions summary

Can View

Users with Creator accounts can view the workbook, create a copy, send and schedule exports.

Users with Viewer accounts can view the workbook.

Can Explore

For workbooks only: all Can View privileges, plus perform analysis in existing workbooks.

Can Edit

All Can View and Can Explore privileges, plus edit, publish, and share. Can manage content including deleting, moving, and renaming.

For more information about permissions see Folder and document permissions and Workbook modes overview: view, explore, edit.

Limit page sharing by hiding pages

Workbook editors can limit which workbook pages users with Can Explore and Can View privileges can access. You can hide any pages that you don't want made visible. To hide a page:

  1. Click the page's caret menu.
  2. Page-menu.png
  3. Click Hide.
    The page tab displays an eye icon to indicate that the page is hidden.
    Page-showing-hide-icon.png

For more information seeΒ Hidden pages and controls in workbooks.

Respond to requests for access to content

If a user attempts to access your content and doesn't have permissions to do so, they can request access through the error page blocking their immediate access. This triggers a Request to Access email notification.

To respond to the Request for Access, do the following:

  1. In the email notification, click the Respond to the Request button.
    RequestPermissions_eNotif.png

  2. Sigma opens with the Share Workbook modal, where you can see the access request.

  3. (Optional) Click the permission dropdown menu to select the appropriate level of access.

    πŸ“˜

    The user can't be granted access higher than what their account type allows.

    RequestPerms_ShareWorkbook_Permission.png

  4. If desired, click Approve. When you select Approve, Sigma removes the request from the Share Workbook modal and lists the user in the Who Has Access tab.
    RequestPerms_ShareWorkbook_Approve.png
    Or, click Deny. If you select Deny, Sigma removes the request from the Share Workbook modal.Β 
    RequestPerms_ShareWorkbook_Deny.png

  5. Click Save.

    RequestPerms_ShareWorkbook_Save.png