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Enterprise admins | |
Platform(s) | Web/Browser, Mac app, and Windows app |
Workspace sharing restrictions overview
Note
Collaborators with Creator, Editor, Commenter, or Read-only permissions in a base or workspace with workspace sharing restrictions enabled cannot change those restrictions.
The workspace sharing restrictions feature allows admins and workspace owners to decide whether or not other collaborators can invite new collaborators to the workspace or a base within the workspace they are working in.
The sharing restriction feature and preventing share link creation offer workspace owners more control over access to a given workspace and/or bases within that workspace to:
Prevent users from intentionally or unintentionally inviting new collaborators to bases with sensitive information (paid plans).
Prevent sharing of sensitive information via new share links ( Business or Enterprise Scale plans).
Limit unintended growth of billable collaborators due to uncontrolled workspace invitations (Team or Business plans).
Restricting new workspace, base, and interface collaborators in Airtable
Note
Workspace restrictions default to being turned off, so it’s important to remember to consider how you would like to manage workspace invite settings whenever you create a new workspace. Please see the FAQs section on best practices in migrating existing bases to restricted workspaces.
To restrict adding new collaborators to a workspace, its bases, and its interfaces:
Open your account overview.
Select the workspace where you want to update its sharing restrictions.
Click the toggle next to “Restrict adding new collaborators to this workspace, its bases, and its interfaces.”
Preventing new share link creation in Airtable
Note
This feature is only available to owners or admins on Business and Enterprise Scale plans.
This feature restricts collaborators from generating new view share links, but does not prevent collaborators with Creator permissions from creating new form views.
To prevent collaborators from creating new share links within a workspace's bases and interfaces:
Open your account overview.
Select the workspace where you want to prevent new share link creation.
Click the toggle next to “Prevent the creation of new share links within this workspace's bases and interfaces.”
FAQs
What happens when sharing restrictions are enabled and a non-workspace owner tries to duplicate a base?
Only workspace collaborators with Creator or Owner permissions can duplicate the base.
Collaborators with Owner permissions can only duplicate the base and have the duplicate live within the any workspace.
Collaborators with Creator permissions can only duplicate the base and have the duplicate live within the same workspace.
Can I see if a base or workspace is restricted through the API?
Yes. Refer to our developer documentation.
What is the default setting for this functionality?
If you have access to the workspace share restrictions functionality, as a workspace owner you will be able to see the restriction controls within your workspace settings. The default setting is off/disabled, and will require action from a workspace owner in order to enable.
Are there recommended best practices in transitioning bases to restricted workspaces?
Yes. Sharing restrictions can be enabled for existing workspaces by simply toggling on the option, but we recommend the above workflow to minimize disruptions for existing collaborators who already have access to the data. We recommend the following workflow:
Create a new workspace with the restriction option toggled on.
Move the base into the new workspace.
Can admins able access workspace invite settings from the admin panel?
A user must have workspace Owner permissions to access the workspace settings page. This includes access from the admin panel. New workspace owners may be added to a workspace from the “Workspaces” screen of the admin panel.
Is locking down share links on a view-by-view basis or will it be at a workspace level?
Share links are locked down at the workspace level.
Can I create forms when view share links are restricted? Does it differ from normal views?
Yes, collaborators with Creators permissions can create form views so that information can be added into Airtable.
Is it possible to download CSVs from bases within restricted workspaces?
Yes, downloading CSVs is still possible for internal Airtable collaborators. It’s also possible to download CSVs from shared views where the option “Allow viewers to copy data out of this view” has been toggled on.
The recommended best practice is to create a new restricted workspace and then move bases into it. Once the base is moved, should I re-invite all collaborators?
If the move is done by a workspace owner, they will not need to mass re-invite.
How do I remove existing share links to regain control of new view share links?
At this time, you will need to go into each base to remove existing view share links.
If admins disallow view share links, what happens to the associated syncs?
Disallowing view share links does not disable syncs, but the workspace owner must create share links that users can then sync from.
Can Creators restrict sharing access on an individual interfaces?
Yes. Check out Interface Designer permissions article to learn more about restricting interface access.