Share with viewers and editors

Invite people to use and collaborate on Data Studio assets.

You can give other people access your reports and data sources by sending them an email invitation. You can invite specific people or members of Google Groups. You can also share more broadly by letting anyone with the link access your Data Studio assets.

We'll use the term "asset" in this article as shorthand for "report and/or data source."
In this article:

Share with others

  1. Sign in to Data Studio.
  2. View or edit the asset you want to share.
  3. In top the right, click Share icon Share. The Share with others dialog appears.
You can only share a data source when you are editing directly, not when editing it from within a report.

To share from the Reports or Data sources home page, locate the asset you want to share, then on the right, click More More menu, then click Share icon Share.

Sharing from the report or data source list.

How sharing reports works

  • No login is required to view a publicly shared report.
  • A Google login is required to view or edit a report that's been directly shared with you.
  • 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 but is not required for others to see the data (see below).
  • 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.

How sharing data sources works

  • 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 underlying 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: they can rename and disable fields, add calculated fields, change data type and default aggregation, and add descriptions.
  • Only the data source owner can edit the data source connection.

Share with specific users and groups

  1. Open the Share with others dialog.
  2. Under People, enter the names or email addresses of the people with whom you want to share. You can also share with Google Groups.
  3. Select the access permission for the people and groups you've specified:
    • Pencil icon / edit icon Can edit: Users can edit the asset and share it with others.

    • Visibility icon Can view: Users can see the asset and share it with others, but can't edit it.
  4. To set different permissions for different people, click Manage access.
  5. By default, people you invite receive an email with a link to the asset you're sharing. Uncheck Notify people to not send that email.
  6. Click Send.

G Suite users:

Your admin may restrict sharing to other users within your organization. If that's the case, you'll see an error message if you try to share externally.

Share with non-Google accounts

You can only directly invite people to access your Data Studio assets if they have a Google account. If you want to share with non-Google accounts, you have several options:

  1. Ask the person you’re sharing with if they have a Google Account that you can share with. This could be:
    • A personal account that ends in @gmail.com.
    • A work or school account they use for Google products like Gmail, Drive, Docs, Sheets, or Slides.
  2. If the person doesn’t have a Google Account, they’ll need to sign up for one before you can share the file.
  3. To help them sign up, send them this link: https://accounts.google.com/signupwithoutgmail.
  4. Use another sharing method, such as link sharing or emailing a PDF.
Google Accounts don’t have to use a gmail.com address. You can associate any existing email address with a Google Account.

Link sharing lets you distribute your assets more widely than directly inviting individual people or groups. For example, you can turn link sharing on to share Data Studio reports with non-Google accounts, include them in emails, blogs or social posts, or embed them in your website.

Please use caution when using link sharing, as this may expose your data to a wider audience than you intended. 

To get a shareable link

  1. Open the Share with others dialog.
  2. Click Manage access.
  3. On the right, use the drop-down menu to select the link sharing option that best meets your needs.

Link sharing options

If you are a standard user of Data Studio, you have the following link sharing options:

  • Anyone on the Internet can find and view.
  • Anyone on the Internet can find and edit
  • Anyone with the link can view.
  • Anyone with the link can edit.
  • Off - Only specific people can access.

G Suite link sharing options

If you are a G Suite user, your link sharing options may be restricted to users in you domain.

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. This permission is set for you when you create a report or data source

Currently, you can't make someone else the owner of your reports or 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.

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 data in the report
(depending on data source 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

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 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
Access the data set     x

Who can see the data?

In Data Studio, the ability to see the data in a report is controlled by data credentials. This is independent of the access permissions to the report or data source. (Of course, if you don't have view access to the report, you can't see its data).

Learn more about data credentials.

 

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