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. 

This article will dive specific into sharing workbooks. To learn more about permissions in general, visit our documentation on folder and document permissions. 

Summary of Content

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

Permission Types

Permission	Granted privileges on shared documents
Can View	View, create a copy,  send and schedule exports.
Can Explore	Only available in workbooks All Can View privileges Perform analysis in existing workbooks
Can Edit	All Can View and Can Explore privileges Edit, Publish, and Share  Can manage content, including the ability to delete, move, or rename.

 

Share a Published Workbook

Share Directly with an Organization Member or Team

1. Open the workbook's Share modal.
   • If you do not have pending changes on the workbook, click the share () icon button in the workbook header. Click .
   • If you do have pending changes, and wish to publish them before sharing, click the Publish button in the workbook header. Then click the share ()icon button.
   • If you do have pending changes, and do not wish to published them before sharing, click the caret (▼) icon button to the right of the workbook title in the header. Then, select Share from the drop-down menu.
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 type.
4. [optional] Add additional teams or organization members.
5. [optional] Add a message or opt out of sending a message.
6. Click Save.
   
   

Create a Share Link

1. Open the workbook's Share modal.
   • If you do not have pending changes on the workbook, a Share button will be visible in the workbook header. Click Share.
   • If you do have pending changes, and wish to publish them before sharing, click the Publish button in the workbook header. Then click Share.
   • If you do have pending changes, and do not wish to published them before sharing, click the vertical ••• menu in the workbook header. Then select Share from the dropdown menu.
     
2. Click Link Sharing.
   
3. If a link has not already been generated, click Allow access by link.
4. Click Copy.
   
5. Click Save.
6. Share the link. 
   
   

Share an Unsaved Exploratory Workbook

1. Click the Share button in the workbook header to open the Share modal.
   
2. Switch on Allow access by link.
3. Click Copy.
   
4. Click Close.
5. Share the link. 
   Note: 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 drop-down menu to select the level of access the user should have.
   Note: The user cannot 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. Your decision on the Request for Access to Content will save either way.
   
   
   

Related Resources

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