Share your workspace

Share your workspace





You can share your workspace with your colleagues and user groups in two ways.
  1. Click the share icon located on the workspace's tile under My workspaces tab in your Home page.


  1. You can also share a workspace from the Workspace details page.
Click on the workspace that you want to share.
In the Workspace details page, right-click the ellipses icon, and select the Share option. 



You can share your workspace with Individual users or Groups by entering the user's email or group name and by selecting the user's role. The user roles include Workspace admin, Data consumer and Data consumer (without PII and ePHI data).

You can also lock your workspace and prevent users from sharing it further.



To share your workspace with individual users

  1. Click the Pick users/groups option from the top right corner of the sharing panel. 
  2. Enter the email address and select the user's role from the drop-down or search for the user in the contact list.



      3. Select the checkbox to send an invitation mail when a project is shared with new users. 

You can Share columns with personal data while adding the user for a user with Data consumer role.
You can also update details of an existing user with whom you had shared the project previously by clicking the Edit link near the Shared details section. 


     
      4. You can select a user role from the list to update their role.




      5. Click the  button if you want to stop sharing your project with the user. 

      6. Click Save changes button to save the changes. 

To share your workspace with groups

  1. Click the Pick users/groups option from the top right corner of the sharing panel. 
  2. Select the group from the drop-down or search for the user in the contact list.
A group's role can be one of the following:  Workspace admin, Data consumer, or Data consumer (without PII and ePHI data).



      3. Select the checkbox to send an invitation mail when a project is shared with a group of new users.  

      4. You can Share columns with personal data by selecting a group and assigning the Dataset consumer role.  

            You can also update the details of an existing group with whom you had shared the project previously.

      5. You can select a group from the list to update its role or to change sharing personal data with that group.



      6. You can also click on the  button to stop sharing your project with a group.    

      7. Click Save Changes to save your changes to the selected group. 

You can share your project with a new set of users by creating a group.

To create a new group

  1. Click the +Create new group button from within the Share project dialog box.
      2. Enter a name for the new group. 



      3. Add users to the group by entering their email addresses.



      4.  Click Create to create your new group. 

To lock a workspace from sharing

You can lock a workspace in your DataPrep organisation and prevent users from sharing it further. Unlocking lifts the lock on the workspace, and it will be allowed for sharing.
Info
Even if a workspace is in the locked state, the users with whom it was already shared could still access the workspace and make changes to its data. Locking only restricts further sharing of the workspace. It does not restrict access to the workspace.
A workspace can be locked or unlocked from the sharing panel only by the following user roles:
  1. Account admin
  2. Organisation admins
  3. Workspace admins

     1. To lock a workspace, click the lock icon   on the sharing panel and select the Lock Workspace option.

     2. Now, you have successfully locked your workspace from sharing.

     3. When a workspace is locked, you will see all the options in a disabled state in the sharing panel and the lock
icon will be in the locked state.



NotesNote: When you lock a workspace, all its child entities (datasets, ruleset templates) will be locked from sharing.

     4. When locked, the other users with whom you have already shared the entities in the workspace can access it, but cannot share it with anyone else.

 

Here's a sample snapshot they would see.


     5. To unlock a workspace, click the lock icon   on the sharing panel and select the Unlock Workspace option. Your workspace will be unlocked for sharing.

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