Sharing¶

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By default, every conversation and saved artifact you create in Explorer is private: only you can open it from Explorer. Sharing lets you choose who else in your Workspace can open your work.

Availability

Who can do this: any member with the Chat capability in the active Workspace can share conversations and artifacts they own. Only the owner of a conversation or artifact can change its sharing.

Capabilities (Chat, Edit and Manage members) are the permissions that control what each member can do in a Workspace. Edit and Manage members both include Chat.

Who can see your work¶

Who	What they can see
You (the owner)	Your conversations and artifacts. Only you can change their sharing.
People you share with	The conversations and artifacts you share with them, in the Workspace where they live.
Members with the Edit capability	Every conversation with the Workspace's AI Analysts, in Studio Monitoring, whatever its sharing settings. From Monitoring they can also send follow-up messages in a conversation.

Private does not hide conversations from Studio editors

Members with the Edit capability in a Workspace review how its AI Analysts are used. In Studio Monitoring they can read every conversation with those analysts, including private ones, and a conversation you delete stays visible to them there. In Explorer, they see only what is shared with them, like everyone else. Private saved artifacts are visible only to you.

Audiences¶

Conversations and artifacts both offer three audiences:

Audience	Who can open it
Only me	Only you. This is the default.
Specific people	Only the teammates you pick by name or email. They must have access to this Workspace.
Everyone in this organization (shown as Anyone in this organization for artifacts)	Every member of the current Workspace.

Sharing stays inside the Workspace

Despite its label, Everyone in this organization covers the members of the Workspace the conversation or artifact belongs to, not the whole organization. Members of other Workspaces can't see it. You can't share an item into another Workspace, and someone who belongs to several Workspaces must switch to the item's Workspace to open it.

Open a conversation you own in Explorer.
Click Share in the conversation header. On small screens, Share is an icon. The Share conversation dialog opens.
Choose who can open it: Only me, Everyone in this organization or Specific people.
If you chose Specific people, use Search people by name or email to find and add teammates. Click Remove next to someone to take them off the list.
Click Save. A Sharing updated message confirms the change.

Share appears only for conversations you own, once the conversation has started. The sidebar's conversation actions menu has no share option.

People you share a conversation with can read it, including charts, tables and reports that have not been saved, but they can't send messages. They see this banner:

This conversation was shared with you in read-only mode. Only the owner can send messages.

They can star the conversation to keep it at hand. Stars are personal.

Saved artifacts are shared separately

A chart, table or report that you saved while it was private stays private. In the shared conversation, viewers see Couldn't load this chart (or table or report) in its place until you share that artifact. See Sharing an artifact.

You can share a saved chart, table or report separately from the conversation that produced it.

Open the artifact:
- For any saved chart, table or report: open it from your Artifacts library and click Share.
- For a report in one of your conversations: click the share icon in the report panel header.
In the Share artifact dialog, choose who can open it: Only me, Anyone in this organization or Specific people. For Specific people, search for teammates by name or email.
Optionally, turn on Show a link back to the source conversation so that viewers can open the conversation this artifact came from (see below).
Click Save.

Save the artifact before you share it (charts and tables: Save; reports: the bookmark icon). Only saved artifacts appear in your teammates' Artifacts → Shared with me list. See Artifacts.

Linking back to the source conversation¶

With Show a link back to the source conversation turned on, viewers see an Open conversation button on the artifact and can read the conversation it came from, in read-only mode, so they can follow the reasoning behind the result.

The conversation's own sharing settings don't change. Access comes from the artifact: anyone who can open the artifact can read its source conversation, even if the conversation itself is set to Only me.
That conversation doesn't appear in the viewer's Shared with me list.
Turning the option off, or unsharing the artifact, removes this access immediately.

Shared charts and tables show live data

When someone opens a shared chart or table, its saved query runs again so they see current results, subject to your data source's cache settings. Anyone who can open it sees current results, even if they could not have asked for that data themselves, so think about who should see the data before you share. If a live refresh isn't possible, viewers see the last saved snapshot with a notice. Reports show their saved content.

Copying a link¶

After you save an audience other than Only me, a Copy link button appears in the dialog. Use it to send the link to teammates.

A conversation link opens the conversation in Explorer.
An artifact link always opens the artifact's own page, whether or not the link back to the conversation is on.

There are no public links. Only signed-in members who have access can open a link. Someone without access who opens an artifact link sees Artifact not available. A conversation link shows an error instead of the conversation.

How recipients find shared items¶

Shared conversations appear under Shared with me in the Explorer sidebar. Shared artifacts appear under Artifacts → Shared with me.
Specific people also get an item in their Inbox when you add them. For a conversation, the Inbox item has an Open conversation button. For an artifact, the item names the artifact, and they find it under Artifacts → Shared with me.
Sharing with Everyone in this organization sends no notifications.
No email is sent when you share something.

Changing or revoking access¶

To change who can open an item, open its sharing dialog again, change the audience or remove people, and click Save. If you close the dialog with changes you haven't saved, you're asked Discard unsaved changes?. Changes take effect only after you click Save.

Revoking access to a conversation

Changing a conversation back to Only me removes access for everyone you shared it with directly. People can still open it through any saved artifact from this conversation that is shared with them and has Show a link back to the source conversation turned on. To fully revoke access, also unshare those artifacts or turn off that option, or delete the conversation.

Deleting a conversation removes it for everyone it was shared with, including from their Shared with me list, and its links stop working. It remains visible to members with the Edit capability in Studio Monitoring.

Audit trail¶

Every sharing change is recorded in your organization's audit log. Members with the Manage organization capability can read it under Settings → Audit. The actions below are the names shown in its Action column:

Action	Recorded when
`task.share`	You change a conversation's audience or add a person to it
`task.share_revoke`	You remove a person from a conversation
`artifact.share`	You change an artifact's audience, turn the link back to the source conversation on or off, or add a person
`artifact.share_revoke`	You remove a person from an artifact
`artifact.access`	Someone opens a saved chart or table and its query runs again (opening a report or an unsaved item isn't logged). The entry records whether the viewer is the owner, has Workspace-wide access, or was added personally.

Troubleshooting¶

A teammate isn't in the people list. You can share only with members who have access to this Workspace and have signed in at least once. Ask someone with the Manage members capability in this Workspace to give them access first.

The sharing dialog says Couldn't load sharing settings. Please try again. Only the owner can view or change an item's sharing. If you opened someone else's shared artifact, you can't change its sharing. Ask the owner.

A recipient can't open the link. Check that you saved an audience that includes them, and that they have the item's Workspace selected.