Sharing a Workbook

You can easily share a workbook with others by copying and sharing the workbook URL.

You must save the workbook in a shared folder and grant appropriate privileges to the workbook.

How the workbook is displayed when the user opens it depends on the user's permissions and how the workbook was set up.

If the shared workbook contains a story and the user has read-only permissions, then the workbook's story is displayed in presentation mode only and the user can't access the workbook in the Visualize page.
If the shared workbook is displayed in presentation mode, then how the story's Full Interactivity field was set determines how the user can interact with the story. If the field is set to On, then the user is able to change filter values, add filters, export, sort, and drill. See Creating Stories.
If the workbook doesn't contain a story and the user has read-only permission, then the workbook's story is displayed in the Visualize page. The user can change filter values, add filters, export, sort, and drill in the Visualize page.

On the Home page, select a workbook, click the Actions menu, and then select Open.
Save the workbook to a shared folder.
If you don't have a shared workbook folder, click Save As, New Folder, enter a name and click Create.
Grant roles to the shared workbook to enable users with the same roles to view or edit the workbook as appropriate.
1. In the Home Page, click Navigator, and then click Catalog.
2. Click Shared Folders, and then navigate to the shared workbook.
3. Hover over the workbook, click Actions menu, and then click Inspect.
4. Click the Share tab.
5. Add or edit roles as appropriate. See Add or Update Shared Folder Permissions.
Copy the workbook URL and share with your users.
Users can now access the workbook from the catalog.

Note: If you don't want to share a workbook, save the workbook under My Folders instead of Shared Folders.