There are several ways to give others access to your spreadsheets. Users get different permissions depending on the type of access you give them.
Here’s a summary of the access methods and the permissions that are granted.
ACCESS METHOD | USER PERMISSIONS |
---|---|
Workspace invite | Edit any spreadsheet in the workspace that you’ve invited them to. |
Spreadsheet invite | Edit only the specific spreadsheet that you’ve invited them to. |
Private link | Open the Live View of the linked spreadsheet. |
Community link | Open the Live View of the linked spreadsheet and duplicate it to another workspace. |
Permissions
For a more complete picture, here’s a more detailed comparison of all the permissions that are granted across the different access methods.
PERMISSIONS | WORKSPACE INVITE | SPREADSHEET INVITE | PRIVATE LINK | COMMUNITY LINK |
---|---|---|---|---|
View all sheets in a Workspace | ✅ | ❌ | ❌ | ❌ |
View all sheets in a Workspace | ✅ | ❌ | ❌ | ❌ |
Edit all sheets in a Workspace | ✅ | ❌ | ❌ | ❌ |
View specific sheets in a Workspace | ✅ | ✅ | ✅ | ✅ |
Edit specific sheets in a Workspace | ✅ | ✅ | ❌ | ❌ |
Duplicate a spreadsheet | ✅ | ✅ | ❌ | ✅ |
Administer a Workspace | ✅ | ❌ | ❌ | ❌ |
Access a sheet without being logged in | ➖ | ➖ | ✅ | ✅ |
Roles
Users can also be invited to collaborate on workspaces and spreadsheets. When you invite new users, you can assign them with explicit roles that determine their user permissions.
The following table describes all the roles that are available in Rows—some of these are named roles that you can explicitly assign, and others are implied based on how a user accesses a spreadsheet:
ROLE | DESCRIPTION |
---|---|
Workspace Owner | The user who originally created the workspace. They have the same permissions as a Workspace Admin. Workspace Owners have the following permissions:
|
Workspace Admin | A Rows user who has been invited to administer the workspace by the workspace owner. Workspace Admins have the following permissions:
|
Workspace Editor | A Rows user who has been invited to collaborate on all spreadsheets in a workspace. Workspace Editors have the following permissions:
|
Workspace Live User | A Rows user who has been invited to a workspace with limited permissions and can only access to spreadsheets in live mode. Workspace Live Users have the following permissions:
|
Guest Editor | A Rows user who has been invited to collaborate on a specific spreadsheet. Guest Editors have the following permissions:
|
Guest Live User | Any Rows user who has been invited to open a specific spreadsheet in live mode. Guest Live Users have the following permissions:
|
Anonymous User | Anyone who opens a spreadsheet without logging into Rows. Anonymous Users can only open spreadsheets in live mode. Anonymous Users have the following permissions:
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Further reading
To learn more about sharing and collaborating with others, check out the following articles: