Set sharing permissions for Looker Studio users

As a Google Workspace or Cloud Identity administrator, you can control how users in your organization share Looker Studio assets. This helps ensure that Looker 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 Looker 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. In the Admin console, go to Menu  AppsAdditional Google ServicesLooker 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.

   Supported editions for this optional step: Business Standard and Business Plus; ; Education Fundamentals, Education Standard, Teaching and Learning Upgrade, and Education Plus; G Suite Business; Nonprofits; Essentials.  Compare your edition

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

   Option	Description
   OFF	Prevents users from sharing Looker 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 untrusted domains. 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, old and new settings might be intermittently enforced.

Restrict sharing outside trusted 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 domains only. To be trusted, domains must be Google Workspace domains.

Cloud Identity customers: If your organization has a mix of Cloud Identity and Google Workspace licenses for its users, the trusted domains configuration for Google Workspace 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 Google Admin Console home page, go to AppsAdditional Google servicesSettings for Looker 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.

   Supported editions for this optional step: Business Standard and Business Plus; ; Education Fundamentals, Education Standard, Teaching and Learning Upgrade, and Education Plus; G Suite Business; Nonprofits; Essentials.  Compare your edition

   1. Under Sharing outside of your organization, turn trusted domains on and select options:

      Option	Description
      Trusted domains ON	Allows users in the specified organizational unit or group to share assets with people in external trusted Google Workspace domains.
      Allow users in your organization to access assets from users outside of trusted domains	(Optional) Enables users to: View or edit assets that are shared with them by people in untrusted domains. If you uncheck this box, users can access assets only if those assets are shared by people in trusted domains.

5. Click Save.

6. Add trusted Google Workspace domains. The list of trusted domains 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, 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 Google Admin Console home page, go to AppsAdditional Google servicesSettings for Looker 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.

   Supported editions for this optional step: Business Standard and Business Plus; ; Education Fundamentals, Education Standard, Teaching and Learning Upgrade, and Education Plus; G Suite Business; Nonprofits; Essentials.  Compare your edition

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, old and new settings might be intermittently enforced.

Let users in your organization share with anyone on the web

You can let users make Looker 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 Google Admin Console home page, go to AppsAdditional Google servicesSettings for Looker 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.

   Supported editions for this optional step: Business Standard and Business Plus; ; Education Fundamentals, Education Standard, Teaching and Learning Upgrade, and Education Plus; G Suite Business; Nonprofits; Essentials.  Compare your edition

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. Note: this setting doesn't prevent reports from being shared externally via scheduled delivery.

6. Click Save.

It can take up to 24 hours to see changes. During this time, 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.

Effects of canceling your Google Workspace subscription

If you cancel your Google Workspace subscription, your Looker Studio reports will still be available. As long as you keep your Cloud Identity, there is no change in sharing restrictions.

If you cancel Workspace Essentials and your account is email-verified, and you choose to evict users by selecting "Let users keep their data and delete my organization's account," any organization level sharing restrictions that you created in the Google Admin console will be removed.

Related resources

Share Looker Studio assets with viewers and editors