Sharing an item with someone means they now have a specific permission level that determines what they can do. The tables below offer a comprehensive look at what each permission level can do.
USM Content
✓ = included
x = not included
Learn more about what you need to do to share sheets and reports or share workspaces.
Sheets
Sharing permission levels on sheets
Permissions determine the seat type you assign to a user (Contributor, Guest, Provisional Member, or Member). However, downgrading a seat type limits what the user can do. Learn more about What happens when you downgrade a user.
Sheet management
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
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 (you must have the same permission level in both sheets) | 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 | x | x | x | ✓ | ✓ | x |
| Restore a deleted sheet or report | x | x | x | x | ✓ | x |
| Create a connection from a sheet to a DataTable | x | x | x | ✓ | ✓ | x |
Anyone with Admin access to a workspace can delete and rename its sheets. You can recover deleted items if you're the owner. Learn more about the Deleted Items folder.
* Legacy model: Available only to licensed users
Collaboration
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
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 |
| Submit forms | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Send and edit Update Requests* | x | x | ✓ | ✓ | ✓ | x |
* Legacy model: Available only to licensed users
Automation
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Create and edit row-level and sheet-level reminders for other sheet collaborators | x | x | x | ✓ | ✓ | x |
| Move or copy rows to another sheet for themselves | x | x | x | ✓ | ✓ | x |
| Create and edit row-level reminders or alerts for themselves | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Create and edit sheet-level reminders or alerts 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 |
* Legacy model: Available only to licensed users
***Available only on alert workflows
Project management
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
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 |
*Legacy Collaborator Model: Available only to licensed users
AI tools
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Generate formulas* | x | x | ✓ | ✓ | ✓ | x |
| Text and summaries* | x | x | ✓ | ✓ | ✓ | x |
| Analyze data | ✓ | ✓ | ✓ | ✓ | ✓ | x |
* Legacy model: Available only to licensed users
Reports
Sharing permission levels on reports
Permissions determine the seat type you assign to a user (Contributor, Guest, Provisional Member, or Member). However, downgrading a seat type limits what the user can do. Learn more about What happens when you downgrade a user.
Review the following table to determine the appropriate permission level to assign to a user based on what you want them to do.
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 |
* Legacy model: Available only to licensed users