About sharing

Let others view or edit your report or data source.

You've created a beautiful and compelling story told with data. Now it's time to share it.

Share reports (4:13)

How sharing works

There are 2 questions to consider when sharing Data Studio reports and data sources:

Who can edit and view the files?

This is controlled by access permissions. To share a report or data source and configure its permissions, view or edit the file, then click Share icon Share. You can add individual people and groups, and specify who can edit versus merely view the file. You can also get a shareable link to your file, which you can use to post on social media, send via email, or embed on other sites. 

Learn more about how to share reports and data sources.

Who can see the data?

This is controlled by data source credentials. To configure credentials, edit the data source and in the upper right, click the current credentials setting. You have 2 options:

Owner's credentials uses the credentials of the data source owner to authorize access to the data set. (You are the owner if you created the data source). This lets other people view or create reports that use this data without requiring them to have their own access to the data set. This is the default setting for most data sources.

Viewer's credentials requires each user of the data source (or reports built using the data source) to provide their own credentials to access the data set. If they do not have access to the data set, they won't be able view the data in reports, or edit the data source fields.

Learn more about data source credentials.

More about sharing

  • When you first create a report or data source, you are the owner, and the file is private to you.
  • You can share Data Studio files directly in Data Studio. You can also do so in Google Drive, or through the Google Drive API
  • Sharing requires access to Google Drive. If your organization blocks access to Drive, you can't share reports or data sources.
  • G Suite organizations can be configured to prevent sharing to users outside of your domain. 
  • If you create or move the Data Studio file to a shared folder in Google Drive, the Drive folder's sharing settings apply to the file.

Sharing reports

  • No login is required to view a shared report.
  • A Google login is required to edit a shared report.
  • Sharing a report does NOT share direct access to any added data sources.
  • Sharing a report doesn't automatically share any data sources. Data sources may be shared separately. 
  • Other people with whom you share can view or edit the report, even if you don't share its data source(s). 
  • Report editors can use the dimensions and metrics from added data sources to create or edit charts and controls in the report, even if you haven't shared those data sources with them.
  • Embedding a report in another site or application lets you share it with a wide audience.

Sharing data sources

  • A Google login is required to view or edit a data source.
  • You don't need to share a report's data source for other people to view the report. Authorization to see the data in a report is governed by data source credentials. Viewers of a report can see the data they are authorized to see whether or not the data source is shared with them.
  • Sharing a data source never grants access to the data set.
  • Sharing a data source with view permission allows the viewer to see the schema (structure) of the data source, but not change it.
  • Sharing a data source with edit permission allows editors to change the schema.
  • Only the data source owner can edit the data source connection.

 

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