How do assets within a Collection appear to end users?

Shelby Carmichael

I have external users who can't be shared to a Workspace because there is confidential information regarding other external users within the Workspace. A collection seems to be a good option, but how do these users see the assets within the collection?

I tested it this out on a secondary account, and can see the collection from the notifications tab, as well as it's contents, but none of the assets show in Sheets or Workspaces. Do I have to share the user to the Workspace of the Collection?

If anyone has any other suggestions as to how I should share work with end/external users, please let me know! Thank you!

Georgie

Hi @Shelby Carmichael and @Naeem Ejaz,

I can confirm that it’s possible to share a collection, and doing so allows you to share certain parts of a workspace with your collaborators, meaning that the shared users see the collection(s) they’re shared to and not the workspace(s). That is, unless they are also shared to the workspace, they’ll be able to see the name of the workspace the collection is located in, but won’t have access to items in the workspace that are not included in the collection. 

You can also determine the access level of each item in the collection individually. 

To see collections they’re shared to, users will need to go into each workspace to see the collection (as noted above, they will only have access to the collection(s) they are shared to in the workspace, unless workspace access has also been granted to them).

Take a look at this learning track for more information: Collections in workspaces - particularly the Share a collection and FAQs sections.

Hope that helps!

Georgie

Naeem Ejaz

Since you can't share the entire Workspace:

1. Do NOT share the Workspace with external users.
2. Share only the specific items (sheets, reports, dashboards) directly with them.
   • Use the "Share" option on each asset, and invite them via email.
3. Use a Collection as a user-friendly way for them to organize and access the shared assets.
   • They’ll need to create their own Collection on their end for navigation convenience, since Collections are not sharable.

Georgie

Hi @Shelby Carmichael and @Naeem Ejaz,

I can confirm that it’s possible to share a collection, and doing so allows you to share certain parts of a workspace with your collaborators, meaning that the shared users see the collection(s) they’re shared to and not the workspace(s). That is, unless they are also shared to the workspace, they’ll be able to see the name of the workspace the collection is located in, but won’t have access to items in the workspace that are not included in the collection. 

You can also determine the access level of each item in the collection individually. 

To see collections they’re shared to, users will need to go into each workspace to see the collection (as noted above, they will only have access to the collection(s) they are shared to in the workspace, unless workspace access has also been granted to them).

Take a look at this learning track for more information: Collections in workspaces - particularly the Share a collection and FAQs sections.

Hope that helps!

Georgie

Naeem Ejaz

@Shelby Carmichael Thanks for the update.