Sharing permissions

Configure who can see and edit your canvases and reports.

Introduction

The sharing menu provides lots of flexibility for how a canvas can be shared.

Depending on what workspace and project settings are active, there are several ways a canvas can be shared.

The canvas sharing menu

Sharing with the whole workspace

Enabling this option allows any workspace member to view the canvas and/or report. This option does not apply to workspace guests. If workspace members cannot view this project, then they will find the canvas in the Shared menu in the workspace.

Options for sharing a canvas with the workspace.

If the project is already shared with the workspace, then this option is disabled as it will have no effect.

This option is only available to project members if the Allow sharing option is enabled in the project settings, otherwise it is only available to project admins.

Sharing with the project

By default, canvases are visible to anyone that can view the parent project and the permissions that project members have for the canvas are determined by their project role. For example, if someone has a editor role for the project, then they will also have a editor role for the canvas.

To apply additional restrictions on project access, select a different option here.

Restrict project access using the project sharing options

Sharing with a person

Anyone with access to a canvas can share it with others using their email address or name. If the invited users aren't members of the workspace they will become workspace members (if their email address is whitelisted) or workspace guests (if workspace guests are allowed).

The invited users will receive a notification email linking them to the canvas directly. If the users are not members of the project they will find the canvas in the Shared menu in the workspace.

Invite other users by typing their email address or name.

This option is available to project members if the Allow sharing option is enabled in the project settings, otherwise it is only available to project admins.

Mixing canvas and project/workspace roles

If a canvas is shared with a named person, that role may take precedence over any project or workspace roles.

For example, suppose:

• Sarah is a workspace member

• Sarah is also a project member with the viewer role

• The canvas is shared with the project

Then Sarah will have a viewer role in the canvas due to their project membership, and the fact that the canvas is shared with the project.

If Sarah is then given an explicit editor role in the canvas, they will be able to edit the canvas even if they are only a project viewer.

In the converse case, if a user is given an explicit canvas role that is overridden by a more permissive role elsewhere, a warning will be displayed:

If someone has more permissions than they have been explicitly assigned (for example, due to project or group memberships), a warning is displayed in the canvas share menu.

Sharing on the web

Enabling this option allows anyone to view the canvas, even if they are not signed in to Count. This option must first be enabled in the workspace settings. With this option enabled, when sharing canvas URLs in other places the canvas preview will also become visible and will additionally contain cell results.

This option is only available to project viewers or editors if the Allow sharing option is enabled in the project settings, otherwise it is only available to project admins.

Sharing and locking

You can share a canvas whether it is locked or unlocked. The differences are as follows:

If you share an unlocked canvas:

• Viewers can:

  • view a view-only version of the canvas

  • hide and un-hide frames

• Admins and Editors can:

  • edit the canvas in real-time

  • interact with control cells

  • create versions

  • create reports

If you share a locked canvas:

• Viewers can:

  • view a view-only version of the canvas

  • interact with control cells

• Admins and editors can:

  • interact with control cells

  • unlock the canvas

Sharing a report

If you create a report, you can choose to share the report but not the canvas by selecting the Can view report only option. Anyone with this role will see an error if they try to navigate to the canvas URL.