Set Data Studio users' sharing permissions

As a G Suite or Cloud Identity administrator, you can control how users in your organization share Data Studio assets. This helps ensure that Data Studio usage is secure and complies with your organization's policies.

Before you begin (optional)

If you want to set permissions by department or domain

This feature is available with G Suite Enterprise, Enterprise for Education, G Suite Essentials, Business, Education, and Nonprofits edition. Compare editions

Asset owners can share their assets based on the permissions you set for their organizational unit or group. Typically, you choose permissions for organizational units or your domain. Then you can customize permissions for groups of users within or across organizational units.

  1. Add an organizational unit for each department or domain. For steps, see Add an organizational unit.
  2. Move users to your organizational units. For steps, see Move users to an organizational unit.
  3. Set sharing permissions for each organizational unit using the instructions below.
  4. (Optional) Set sharing permission for groups.

If asset owners move to different organizational units or groups, or if asset ownership transfers to someone in a different organizational unit or group, the asset's sharing permissions change to those of the new organizational unit or group. Also, reordering the priority of groups can change an asset owner's sharing permissions. Learn more about groups

Users can never share assets they don’t own beyond what is allowed for the asset owners. This is true even if users are in organizational units or groups with more permissive sharing settings.

Set sharing permissions

By default, assets owned by users in your organizational unit can be shared with anyone. You can set less permissive sharing settings using the options below.

Restrict sharing outside your organization

You can restrict users from sharing or receiving Data Studio assets outside your organization:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenAdditional Google servicesand thenSettings for Google Data Studio.
  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.

    You can select an organizational unit or group for this feature only if you have G Suite Enterprise, Business, Education, Nonprofits, or G Suite Essentials edition. (Compare G Suite editions.)

  5. Under Sharing outside of your organization, turn sharing off, and select options:
    Option Description
    OFF

    Prevents users from sharing Data Studio assets with people outside your organization through invitations, links, and email attachments.

    Allow users in your organization to access assets from users outside of your organization

    (Optional) When unchecked, prevents users from:

    • Opening assets that are shared with them by people in domains that aren't on the whitelist.

    If you check this box, users can open assets shared from outside your organization, but they can share within your organization only. 

  6. Click Save.

It can take up to 24 hours to see changes. During this time, both old and new settings might be intermittently enforced.

Restrict sharing outside whitelisted domains

This feature is available with G Suite Enterprise, Enterprise for Education, G Suite Essentials, Business, Education, and Nonprofits edition. Compare editions

You can restrict file sharing to trusted (whitelisted) domains only. To be whitelisted, domains must be G Suite domains.

Cloud Identity customers: If your organization has a mix of Cloud Identity and G Suite licenses for its users, the whitelisted domains configuration for G Suite users also applies to users with Cloud Identity licenses.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenAdditional Google servicesand thenSettings for Google Data Studio.
  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.

    You can select an organizational unit or group for this feature only if you have G Suite Enterprise, Business, Education, Nonprofits, or G Suite Essentials edition. (Compare G Suite editions.)

    1. Under Sharing outside of your organization, turn whitelisted domains on and select options:
      Option Description
      WHITELISTED DOMAINS ON

      Allows users in the specified organizational unit or group to share assets with people in external whitelisted G Suite domains.

      Allow users in your organization to access assets from users outside of whitelisted domains

      (Optional) Enables users to:

      • View or edit assets that are shared with them by people in domains that aren't on the whitelist.

      If you uncheck this box, users can access assets only if those assets are shared by people in domains on the whitelist. 

  5. Click Save.
  6. Add trusted G Suite domains to the whitelist. The whitelist is automatically available to all organizational units and groups in your organization.

It can take up to 24 hours to see changes. During this time, both old and new settings might be intermittently enforced.

Let users share with specific users outside your organization

You can let users invite people outside your organization to access shared assets. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenAdditional Google servicesand thenSettings for Google Data Studio.
  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.

    You can select an organizational unit or group for this feature only if you have G Suite Enterprise, Business, Education, Nonprofits, or G Suite Essentials edition. (Compare G Suite editions.)

  5. Under Sharing outside of your organization, turn external sharing on:

    Option Description
    EXTERNAL SHARING ON Lets users invite people outside your organization to view or edit shared assets.
  6. Click Save.

It can take up to 24 hours to see changes. During this time, both old and new settings might be intermittently enforced.

Let users in your organization share with anyone on the web

You can let users make Data Studio assets public on the web.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenAdditional Google servicesand thenSettings for Google Data Studio.
  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.

    You can select an organizational unit or group for this feature only if you have G Suite Enterprise, Business, Education, Nonprofits, or G Suite Essentials edition. (Compare G Suite editions.)

  5. Under Sharing outside of your organization, turn public sharing on:

    Option Description
    PUBLIC SHARING ON Lets users select sharing settings that make files visible to the world as either public or unlisted files. Learn more about who links can be shared with.
  6. Click Save.

It can take up to 24 hours to see changes. During this time, both old and new settings might be intermittently enforced.

Verify changes

It's best to wait 24 hours before you test any changes to sharing settings. During this time, both old and new settings might be intermittently enforced.

Was this helpful?
How can we improve it?

Need more help?

Sign in for additional support options to quickly solve your issue