Control who can see and edit a table with three sharing levels, and refine access to individual dimension members with dimension-level permissions.
Required permission: Only the table creator and Admins can change a table's sharing level or manage its member list.
Sharing levels
Tables have three sharing levels:
- Table Owners Only: Only the table creator and Admins can view and edit the table. All other users cannot see it in the list or open it. This is the most restrictive level.
- Specific Team Members: A named list of users can view the table, plus Admins. The creator is always on the list and cannot be removed.
- All Users: Every user on the workspace can view the table.
In all three levels, a user's functional role governs what they can do. Being on a sharing list grants visibility, not elevated permissions. Business Users always see a table in read-only mode. Finance Users can edit when the sharing level grants them access. Admins can always edit.
| Sharing level | Who can see | Who can edit | Business User behavior |
|---|---|---|---|
| Table Owners Only | Creator and Admins | Creator and Admins | Not visible |
| Specific Team Members | Named users and Admins | Finance Users and Admins on the list | Read-only if on the list |
| All Users | Everyone on the workspace | Finance Users and Admins | Read-only |
Set the sharing level
- Open the table.
- Select Settings.
- Select a sharing level.
- If you select Specific Team Members, add or remove users with the user picker. The creator is included by default and cannot be removed.
- Select Save.
Dimension-level access
Dimension-level permissions apply to Dimension-linked columns regardless of the table's sharing level. If a column contains dimension members a user is not permitted to see, those members are hidden from that user.
Note: Dimension-level access only applies to columns that use the Dimension-linked type. Text and Manual Entry dropdown columns do not enforce dimension access.
Migration from the previous settings
Note: Tables previously set to Private become Table Owners Only, and tables set to All Team Members become All Users. No table is moved to Specific Team Members automatically. You can change any table's sharing level afterward.
Sharing level changes are reflected in both the Workspace and the spreadsheet apps immediately.
Example
A Sales Ops leader creates an Opportunities table and sets sharing to Specific Team Members, adding two Finance Users and one Business User. The Finance Users can view and edit. The Business User can view in read-only mode. Other users on the workspace do not see the table. Admins can always see and edit it.