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Advanced access permission management using common objects

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Updated at October 9, 2026
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If setting up objects at the workbook and collection level is not enough, setting up access using common objects can help. Common objects are connections and datasets you can reuse and link to several workbooks for different teams.

How to create a common object

Common objects are created within a collection.

To create a common object:

  1. Create a collection to store common objects.

    1. In the left-hand panel, click Collections and workbooks.
    2. On the top panel, click Create → Collection.
    3. Enter a name for the collection.
    4. Optionally, enter a description of the collection.
    5. Click Create.

  2. Go to the collection you created in the previous step.

  3. On the top panel, click Create → Common objects → Connection.

  4. Create the connection using the instructions from the list.

Common datasets are created based on common connections.

  1. Open the collection storing the common connection.

    1. In the left-hand panel, select Collections and workbooks.
    2. Select a collection with a common connection from the list and open it.

  2. In the top-right corner, click Create → Common objects → Dataset.

  3. Create a dataset by following this guide.

  4. Configure rules for delegation of access permissions to the common connection:

    • Delegate access permissions: Access permissions to the common connection will not be checked within the workbook that will use the common dataset. This means that anyone with access to the workbook the connection is linked to will also have access to the connection.
    • Do not delegate access permissions: For users to access the connection from the workbook the connection is linked to, they must be granted access to the original, i.e., the common connection.

  5. Click Apply.

How to add a common object to a workbook

Commen objects are linked at the workbook level. In the workbook, they are displayed under Linked objects.

Common objects can be linked to a workbook by a user with the following permissions:

  1. Admin for the workbook the common object will be linked to.
  2. Admin or Links without delegation or Links with delegation for a collection of common objects or directly for the common objects that will be linked to the workbook.

To link a common object to a workbook:

  1. In the left-hand panel, click Collections and workbooks.

  2. Select a workbook to link the common connection to and open it.

  3. On the top panel, click Create → Common objects → Connection.

  4. Select from the list a collection with the common connection you need, click it, and then click the common connection.

  5. Configure rules for delegation of access permissions to the common connection:

    • Delegate access permissions: Access permissions to the common connection will not be checked within the workbook. This means that anyone with access to the workbook the connection is linked to will also have access to the connection.
    • Do not delegate access permissions: For users to access the connection from the workbook, they must be granted access to the original, i.e., the common connection.

  6. Click Apply.

  1. In the left-hand panel, click Collections and workbooks.

  2. Select a workbook to link the common dataset to and open it.

  3. On the top panel, click Create → Common objects → Dataset.

  4. Select from the list a collection with the common dataset you need, click it, and then click the common dataset.

  5. Configure rules for delegation of access permissions to the common dataset:

    • Delegate access permissions: Access permissions to the common dataset will not be checked within the workbook. This means that anyone with access to the workbook the connection is linked to will also have access to the dataset.
    • Do not delegate access permissions: For users to access the dataset from the workbook, they must be granted access to the original, i.e., the common dataset.

  6. Click Apply.

Roles for common objects

Limited viewer

The Limited viewer role for a common object allows you to view charts and dashboards that use the common object without directly accessing it.

Viewer

The Viewer role for a common object allows you to view that common object and the access permissions for it.

Includes permissions granted by the Limited viewer role.

Editor

The Editor role for a common object allows you to edit it and view access permissions for that object.

Includes permissions granted by the Viewer role.

Admin

The Admin role for a common object allows you to manage it: edit, move, delete, and configure access permissions for it.

Includes permissions granted by the Editor role.

Links without delegation

The Links without delegation role for a common object allows you to link it to workbooks without delegating access permissions.

Links with delegation

The Links with delegation role for a common object allows you to link it to workbooks with or without delegating access permissions.

Roles for a collection with common objects

Links without delegation

The Links without delegation role for a collection allows you to link common objects from the collection to workbooks without delegating access permissions.

Links with delegation

The Links with delegation role for a collection allows you to link common objects from the collection to workbooks with or without delegating access permissions.

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