Basic access permissions setup in workbooks and collections

Access to DataLens objects, such as connections, datasets, charts, and dashboards, is configured at the level of collections and workbooks they are stored in. Access permissions are inheritable: by granting access to a workbook or collection, you grant access to all objects within it.

• Overview of access permissions.
• Roles for workbooks.
• Roles for collections.
• How to configure access.
• How to edit access.
• How to delete access.

Overview of access permissionsOverview of access permissions

The workbook or collection author automatically gets the Admin role for the workbook or collection as soon as it is created. With the Viewer or higher permissions for a workbook or collection, users can view the assigned permissions info.

To view permissions assigned for a workbook or collection:

1. In the left-hand panel, click Collections and workbooks.
2. Select from the list and open the workbook or collection you want to view access permissions for.
3. In the top panel, click Access. If you do not see this icon, it means you do not have enough permissions to view the object's access permissions.

In the window that opens, you will see a list of those who have access to the object:

• Users.
• User groups.
• Service accounts.
• Users invited to the organization.

Next to each position in the list, you will see the assigned role as well as the inherited ones. For example, if a user has the Admin role for a collection, this role is inherited to cover all workbooks and collections nested within the collection.

Roles for workbooksRoles for workbooks

Limited viewerLimited viewer

The Limited viewer role for a workbook allows you to view the workbook's nested charts and dashboards, as well as information about the access permissions assigned to it.

ViewerViewer

The Viewer role for a workbook allows you to view all its nested objects, as well as information about the access permissions assigned for it.

Includes permissions granted by the Limited viewer role.

EditorEditor

The Editor role for a workbook allows you to edit it and all its nested objects.

Users with this role can:

• Edit the relevant workbook and create copies of it.
• View and edit all workbook's nested objects.
• View info on the access permissions granted for the workbook.

Includes permissions granted by the Viewer role.

AdminAdmin

The Admin role for a workbook allows you to manage it, access the workbook itself and all its nested objects.

Users with this role can:

• View info on the access permissions granted for the relevant workbook and modify such permissions.
• Edit, move, create copies of, and delete the relevant workbook.
• View and edit all workbook's nested objects.
• Embed the workbook's nested private objects to websites and apps.
• Publish the workbook's nested objects.

Includes permissions granted by the Editor role.

Roles for collectionsRoles for collections

Collection visitorCollection visitor

The Collection visitor role allows you to view information about the collection without accessing its nested objects.

Creator in collectionCreator in collection

The Creator in collection role allows you to view a collection and create objects inside it without accessing the existing ones.

Users with this role can:

• View info on the relevant collection and its nested workbooks and collections.
• Create workbooks and collections inside the collection.

This role includes the Collection visitor permissions.

Limited viewerLimited viewer

The Limited viewer role for a collection allows you to view information about it and its nested collections and workbooks, including viewing charts and dashboards of the nested workbooks.

Users with this role can:

• View info on the relevant collection and its nested workbooks and collections.
• View info on the access permissions granted for the appropriate collection, as well as for its nested collections and workbooks.
• View charts and dashboards nested into the workbooks related to the appropriate collection and its nested collections.

Includes permissions granted by the Limited viewer role for workbooks inside the collection.

ViewerViewer

The Viewer role for a collection allows you to view information about it and its nested collections and workbooks, as well as view all objects of nested workbooks.

Users with this role can:

• View info on the relevant collection and its nested workbooks and collections.
• View info on the access permissions granted for the appropriate collection, as well as for its nested collections and workbooks.
• View all nested objects of the workbooks related to the appropriate collection and its nested collections.

Includes permissions granted by the Limited viewer role for collections and the Viewer role for workbooks inside the collection.

EditorEditor

The Editor role for a collection allows you to edit it, all its nested collections, workbooks, and all objects within those workbooks.

Users with this role can:

• View info on the relevant collection and its nested collections and workbooks.
• Edit the appropriate collection and all its nested collections and workbooks.
• Create copies of the relevant collection and all its nested collections and workbooks.
• Create new collections and workbooks within the relevant collection and all its nested ones.
• View and edit all nested objects of the workbooks pertaining to the appropriate collection and its nested collections.
• View info on the access permissions granted for the appropriate collection, as well as for its nested collections and workbooks.

Includes permissions granted by the Viewer role for collections and the Editor role for workbooks inside the collection.

AdminAdmin

The Admin role for a collection allows you to manage it, access the collection itself and all its nested collections, workbooks, and objects inside such workbooks.

Users with this role can:

• View info on the access permissions granted for the appropriate collection and for its nested collections and workbooks, as well as modify such access permissions.
• View info on the appropriate collection and its nested collections and workbooks.
• Edit the relevant collection and all its nested collections and workbooks, as well as create copies of it.
• Move and delete the relevant collection and all its nested collections and workbooks.
• Create new collections and workbooks within the relevant collection.
• View and edit all nested objects of the workbooks pertaining to the appropriate collection and its nested collections.
• Embed private objects nested into workbooks related to the relevant collection and its nested ones, to websites and apps.
• Publish objects nested into the workbooks related to the appropriate collection and its nested collections.

Includes permissions granted by the Editor role for collections and the Admin role for workbooks inside the collection.

How to configure accessHow to configure access

To configure access:

1. In the left-hand panel, click Collections and workbooks.
2. Select from the list and open the workbook or collection whose objects you want to configure access to.
3. In the top panel, click Access.
4. Select the users you want to grant access to. Dot it by clicking + Select and search through existing users, service accounts, or groups in the organization. You can also add a new user here: they will be emailed an invitation.
5. Select the role you want to assign from the list on the right.
6. Click Add.

How to edit accessHow to edit access

To edit access:

1. In the left-hand panel, click Collections and workbooks.
2. Select from the list and open the workbook or collection you want to edit access for.
3. In the top panel, click Access.
4. Select the user you want to edit access for. Click in the list next to it.
5. To delete assigned roles, click . To assign roles, click +Add and select a role from the list.
6. Click Save.

How to delete accessHow to delete access

To delete access:

1. In the left-hand panel, click Collections and workbooks.
2. Select from the list and open the workbook or collection you want to edit access for.
3. In the top panel, click Access.
4. Select the user you want to delete access for. Click in the list next to it.
5. Click for all roles assigned to the user.
6. Click Save.