Applies to
Sharing permissions on sheets, reports, or workspaces
When you share an item with someone, the permission level you assign to them determines what they can do.
✓ = included
x = not included
Sharing permission levels on sheets
Sheet management
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
View all sheet data, including comments | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Edit unlocked rows and columns in a sheet** | x | x | ✓ | ✓ | ✓ | x |
Edit cells in locked columns or rows** | x | x | x | ✓ | ✓ | x |
Delete locked rows** | x | x | x | ✓ | ✓ | x |
Insert rows** | x | x | ✓ | ✓ | ✓ | x |
Insert, rename and delete columns, change column properties* | x | x | x | ✓ | ✓ | x |
Move columns within a sheet* | x | x | x | ✓ | ✓ | x |
Hide or unhide columns* | x | x | x | ✓ | ✓ | x |
Move rows within a sheet** | x | x | ✓ | ✓ | ✓ | x |
Move rows to another sheet** | x | x | x | ✓ | ✓ | x |
Lock or unlock columns and rows* | x | x | x | ✓ | ✓ | x |
Delete unlocked rows** | x | x | ✓ | ✓ | ✓ | x |
Edit conditional formatting rules* | x | x | x | ✓ | ✓ | x |
Enable or disable Highlight Changes in a sheet or report** | x | x | ✓ | ✓ | ✓ | x |
Export a sheet or report | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Sort unlocked rows and freeze columns without saving | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Sort locked rows** | x | x | ✓ | ✓ | ✓ | x |
Save changes after sorting rows or freezing columns** | x | x | ✓ | ✓ | ✓ | x |
Add new attachments and comments in a sheet or report** | x | ✓ | ✓ | ✓ | ✓ | x |
Download attachments in a sheet or report | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Filter data in sheets with the Unnamed Filter | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Name filters to save them** | x | x | ✓ | ✓ | ✓ | x |
Apply saved filters (not available for Pro plan) | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Create, edit, and delete shared filters (not available for Pro plan)* | x | x | x | ✓ | ✓ | x |
Use the Save as New command to save the sheet as a new sheet* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Save a sheet as a template* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Rename a sheet or report** | x | x | x | ✓ | ✓ | x |
Delete a sheet or report/restore a deleted sheet or report** | x | x | x | x | ✓ | x |
Create a connection from a sheet to a DataTable** | x | x | x | ✓ | ✓ | x |
Any collaborator with Admin access to a workspace can delete and rename the sheets it contains. If a sheet is deleted from a workspace, it's recoverable for 30 days from the sheet owner's Deleted Items folder. Admins can see the item in their folder, but don’t have permission to recover the item.
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
Collaboration
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
Share a sheet or report** | x | x | ✓ | ✓ | ✓ | x |
Change the sharing permissions of other collaborators (for example, from Editor to Admin)** | x | x | x | ✓ | ✓ | x |
Send a sheet or report via email to self or others | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Send rows via email to self or others* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Publish a sheet or report (Business and Enterprise accounts only)* | x | x | x | ✓ | ✓ | x |
Create and manage forms* | x | x | x | ✓ | ✓ | x |
Send and edit Update Requests* | x | x | ✓ | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
Automation
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
Create and edit row-level reminders for other sheet collaborators** | x | x | x | ✓ | ✓ | x |
Create and edit sheet-level reminders for other sheet collaborators** | x | x | x | ✓ | ✓ | x |
Create and edit row-level reminders for themselves | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Create and edit sheet-level reminders for themselves* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Create and edit automated workflows (for example: approval requests and automated update requests)* | x | x | x | ✓ | ✓ | x |
Can disable or delete any automated workflows for themselves* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Can disable or delete any automated workflows for other sheet collaborators* | x | x | x | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
Project management
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
Create and edit dependencies in project settings* | x | x | x | ✓ | ✓ | x |
Display or hide the critical path on a sheet** | x | x | ✓ | ✓ | ✓ | x |
Create and edit baselines in a sheet* | x | x | x | ✓ | ✓ | |
View baselines in a project sheet | ✓ | ✓ | ✓ | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
AI tools
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
Generate formulas* | x | x | ✓ | ✓ | ✓ | x |
Text and summaries* | x | x | ✓ | ✓ | ✓ | x |
Analyze data | ✓ | ✓ | ✓ | ✓ | ✓ | x |
*Available only to licensed Enterprise users (Legacy Collaborator Model) or Enterprise Members (User Subscription Model)
Sharing permission levels on reports
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
---|---|---|---|---|---|---|
View all report data in all columns, including comments (if the user is also shared to the underlying source sheets) | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Refresh and run the report to update its content | ✓ | ✓ | ✓ | ✓ | ✓ | x |
Edit unlocked rows and columns (if the user also has editing permission in the source sheets)** | x | x | ✓ | ✓ | ✓ | x |
Freeze columns** | x | x | ✓ | ✓ | ✓ | x |
Modify the report builder criteria* | x | x | x | ✓ | ✓ | x |
Sort the report* | x | x | x | ✓ | ✓ | x |
Rearrange columns** | x | x | x | ✓ | ✓ | x |
Add and remove columns* | x | x | x | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members