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