Permissions for sharing a canvas
We recommend checking out our docs on roles as a complement to this section on sharing.
Roles per level
As a quick reminder, here are the possible roles at each level and a reminder that the most permissive role that a user has in any of the 3 levels will be their active role for all levels. E.g. if a user is assigned a viewer role at a project level, and an editor role for one of the canvases in that project, that user is reassigned an editor role at the project & workspace level as the most permissive role always wins.
Sharing
The sharing menu in the top right corner of a canvas provides a lot of flexibility for how the canvas can be shared.
Depending on which workspace and project settings are active, there are several ways a canvas can be shared.
Sharing with the whole workspace
Enabling this option from the sharing menu in the canvas allows any workspace member (except workspace guests) to view both the canvas and/or report.
If the project is already shared with the workspace, then this option is disabled as it will have no effect.
If a user is a member of a workspace but not of the project where a canvas lives, then they will find the canvas in the Shared menu in the workspace.
The "share with workspace" option on the sharing menu of a canvas is only available to project members if the Allow Sharing option is enabled in the project settings, otherwise it is only available to project admins. To enable this click on manage project in the right hand side of the project screen. Once in the settings, toggle Allow sharing on.
Sharing with everyone in the project
By default, the permissions that project members have for the canvas are determined by their project role. For example, if someone has an editor role for the project, then they will also have a editor role for the canvas.
In case the project role is too permissive, you can apply additional restrictions to it by changing the option selected here in the sharing menu in the top right of the canvas.
All project users, as one bloc, can be assigned canvas specific permissions to edit low code cells only, to edit
Sharing with a person
Anyone with access to a canvas can share it with others by entering the other person's email address or name if they're a member of the workspace.
If the invited users aren't members of the workspace they will become workspace members (if their email address is whitelisted) or workspace guests (if workspace guests are allowed).
The invited users will receive a notification email linking them to the canvas directly. If the invited users are workspace members but not members of the project, they will find the canvas in the Shared menu in the workspace (see Sharing with the whole workspace above).
This sharing option is available to project members if the Allow Sharing option is enabled in the project settings (see Sharing with the whole workspace above), otherwise it is only available to project admins.
Mixing canvas and project/workspace roles
If a canvas is shared with a named person via email or name as seen above, that role may take precedence over any project or workspace roles. For example, suppose:
- Sarah is a workspace member
- Sarah is also a project member with the viewer role
- The canvas is shared with the project
Then Sarah will have a viewer role in the canvas due to their project membership, and the fact that the canvas is shared with the project. If Sarah is then given an explicit editor role in the canvas, they will be able to edit the canvas even if they are only a project viewer.
In the converse case, if a user is given an explicit canvas role that is overridden by a more permissive role elsewhere, a warning will be displayed in the canvas share menu e.g. a user has been explicitly assigned a viewer role in a canvas. They are then assigned an editor role at project level. This triggers a warning in the sharing menu of the canvas.
Sharing on the web
Enabling this option allows anyone to view the canvas, even if they are not signed in to Count. You can select to share both the canvas and the presentation, or just the presentation (the report mode view of the canvas).
To share on the web like this, sharing public links needs to be enabled in workspace settings as shown below.
Similarly, the option to share on the web is only available to project viewers or editors if the Allow sharing option is enabled in the project settings, otherwise it is only available to project admins.
Sharing a report
If you create a report, you can choose to share the report but not the canvas by selecting the Can view report only option. Anyone with this role will see an error if they try to navigate to the canvas URL.
Permissions preview
If you have an Analyst role in a canvas, you can choose to preview the canvas as another role from the canvas menu in the top left of your canvas screen.
This is helpful when understanding how your canvas will look to other members of your workspace, and which actions will be allowed or not. To exit the preview, select the same option again from the menu, or click the close icon in the floating notification banner.
