Sharing, access permissions, and data credentials

This article helps you understand what people can do with the reports and data sources you share with them. It also explains the difference between access permissions (who can view/edit the report or data source) and data credentials (who can see the actual data).

Access permissions

Access permissions determine what people can do with a Data Studio asset. There are 3 levels of access:

Is Owner

Is Owner access means you have complete control over the asset. By default, you are the owner of any Data Studio assets you create. 

You can make another person the owner of your reports and data sources.

Can view

Can view access lets users see the report as a whole, or see the schema of the data source. View access to a report lets people interact with any filters or date range controls available. It does not let users change the data source or report in any way.

Can edit

Can edit access lets users modify the report or data source. For reports, users can add, change or remove charts and controls. They can add and remove data sources, change the report styling, and set up new filters or modify existing ones.

Edit access to a data source lets users modify its schema. They can add or change calculated fields, disable and enable fields, and change data types and field aggregations (when permitted by the data source).

For both reports and data sources, you can restrict sharing, downloading, and copying of the files.

Permissions don't control who can actually see the data. That is governed by data credentials.


Report access details

The table below shows what you can do with reports using the different access permissions. "Public" means the report has been shared with view access, and the link sharing option "Anyone with the link can view" or "Public on the web."

Action Public Can view Can edit Is owner
View the report structure/format
(Viewing the data depends on credentials)
x x x x
Copy the report   x x x
Prevent report copying       x
Share the report with others   x x x
Prevent report sharing       x
Modify the report     x x
Use and modify data from added data sources     x x
Add / remove data sources     x x
Create / delete the report       x
Download data from the report x x x x
Prevent downloading data       x
Transfer ownership       x

Data source access details

This table shows what you can do with data sources using the different access permissions. Data sources can't be shared using public link sharing.

Action Can view Can edit Is owner
Add the data source to reports x x x

View data from the data source via reports


x x
View the data source schema x x x
Share / stop sharing the data source with others   x x
Modify the data source   x x
Copy the data source x x x
Prevent data source copying     x
Change data source credentials     x
Transfer ownership     x

Who can see the data: credentials

Data credentials determine who can see the data provided by a data source. The 2 types of data credentials are:

Owner's credentials

Owner's credentials uses the credentials owned by a specific person (the credential owner) to access the data. Note that the owner of the data source and the credential owner can be different people.

Viewers credentials

Viewer's credentials uses the credentials of each person attempting to view the data. If the viewer can't access the underlying data set on their own, then they won't be able to see that data in a Data Studio report or exploration.

Sharing a report or data source doesn't change the credentials involved.

Learn more about controlling access to data.

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