Share Workbooks
Workbook owners and authorized editors can share workbooks with specific users or groups, or turn on link sharing and then give users a link (URL) to the workbook. You can share workbooks only with users who have access to the Worksheets application.
For more information about sharing workbooks, see the Drive User Guide.
Sharing Type | Description |
|---|---|
With unspecified users, using a link (URL) | If you enable link sharing for a workbook, any user with access to the Worksheets application can access the workbook if they have the URL. You can share workbooks from Drive or by clicking the Share button in the workbook. Click the desired sharing permission, then click the Link Sharing toggle to enable link sharing, and copy the URL to give to other users. If you turn off link sharing for a workbook, the change takes effect immediately. Cross-workbook formulas that had access to the reference only through link sharing change to #REF errors. Unlike sharing with individual users, when you share an item using a link, Workday doesn't send notifications. We recommend that you notify people that you shared an item with them; for example, you can email them a link to the workbook. |
With specific users | You can share workbooks from Drive or by clicking the Share button in the workbook. When you share an item, the user receives a Workday notification and an email (if the Workday administrator enabled email notifications). |
With groups | You can share workbooks from Drive or by clicking the Share button in the workbook. Unlike sharing with individual users, when you share an item with a group, Workday doesn't send notifications. We recommend that you notify people that you shared an item with them; for example, you can email them a link to the workbook. |
As soon as you share a workbook, the user interface adapts to show only the actions that users can do, based on their permission level.
Workbook owners have additional options in the
Advanced
tab when sharing workbooks with specific users:Option | Description |
|---|---|
Edit: Provides Share, Copy, and Download/Print options. Comment: Provides Copy and Download/Print options. View: Provides Copy and Download/Print options. | By default, only the owner can share, copy, and download/print workbooks. Notes :
|
Users that you share the workbook with can initially see any unhidden data included in the workbook, including Workday data. If the shared workbook is based on live data from a Workday data source, updates to the workbook's live data affect what those users can see:
- If the user has permission to refresh live data, then as soon as they do the refresh, they see only the data they have access to. Additionally, all other users see the live data based on the security associated with the user who refreshed the data. If the user doesn't have access to one or more of the data source fields, an error occurs when they try to refresh the live data.
- Whenever the workbook owner does the Refresh All Live Data action, or whenever a scheduled live data refresh occurs, all live data in the workbook refreshes. The owner's view of the live data is available again to users that the workbook is shared with.
Sharing occurs at a workbook level; you can't share individual sheets or ranges in workbooks. Workbook owners can prevent other users from editing ranges within workbooks by protecting them.