Share a Workbook

Permission to access a Sigma document can be shared, modified or revoked by either the individual document’s owner or an organization admin. Workbooks support three permission types: Can View, Can Explore and Can Edit. You can also share a workbook with everyone in your Sigma organization and set the permission level for the organization on an individual workbook.

To learn more about permissions in general, visit our documentation on folder and document permissions. 

Summary of Content

Requirements
Permission Types
Share a Published Workbook
      Share Directly with an Organization Member or Team
Share a Workbook With Sigma Org
Share an Unsaved Exploratory Workbook
Limit Sharing to Select Pages
Respond to Request for Access to Content
Related Resources

Requirements

• To share a workbook, you must have Can Edit access to it.
  
  

Permission Types

Share a Published Workbook

Share Directly with an Organization Member or Team

1. Open the workbook's Share modal, outlined in white below.  
   

   

   • If you don't have pending changes on the workbook, click the Share button in the workbook header.
   • If you do have pending changes, and wish to publish them before sharing, click the Publish in the workbook header. Then click the share Share button.
   • If you do have pending changes, and do not wish to published them before sharing, click the caret (▼) button to the right of the workbook title. Then, select Share.
2. Under the Share modal's Share tab, select the team or organization member with whom you would like to share the workbook. 
3. Select a Permission for the user or team from the dropdown. 
   
   
   
4. [optional] Add additional teams or organization members.
5. [optional] Add a message or opt out of sending a message.
6. Click Share.

Share a Workbook with Sigma Org

1. Open the workbook's Share modal, outlined in white below.  
   

   

2. In the General access link section, activate Allow sharing by link to share a workbook with everyone in your Sigma organization. 
3. Set the permission level in the dropdown next to All Sigma members with link, organization for this individual workbook. The following permissions are available:
   • Can View
   • Can Explore
   • Can Edit

     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 Creator User Type, and the workbook is assigned to the org 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.

4. After you set the permission, the workbook is shared. You can X out of the modal. 

   Guest users and external users will not be able to access the workbook.

Share an Unsaved Exploratory Workbook

1. Open the workbook's Share modal, outlined in white below.  
   

   

2. Switch on Allow access by link.
3. Click Copy.
   
4. Click Close.
5. Share the link. 
   

   You will need to create a new link anytime you make changes to your unsaved workbook, that you wish to share.

Limit Sharing to Select Pages

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

1. Click the caret icon to open the tab's menu.
   
2. Click Hide.
   The page tab will now display an eye icon to represent that the page is hidden.
   

Learn more.

Respond to Request 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.
   
   
   
   
2. Sigma opens with the Share Workbook modal, allowing you to view the current access requests. Optionally, click the permission dropdown menu to select the appropriate level of access.
   

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

   
   
   
3. If desired, click Approve. If Approve is selected, the request is removed from the Share Workbook modal, and the user is listed in the Who Has Access tab.
   
   
   
   Or, click Deny. If Deny is selected, the request is removed from the Share Workbook modal. 
   
   
   
   
4. Click Save or close the Share Workbook modal to save. 
   
   
   
   

Related Resources

Folder and Document Permissions
Send and Schedule Workbooks
Hidden Controls in Workbooks
Workbook Embedding: An Overview