In recent years Google has made collaborating and transferring ownership in Data Studio possible!
Gone are the days of having to copy reports and data sources to become an owner of assets created by others, or pulling your hair out because access to an important report was lost due to sub-par exit processes.
Below we have provided a centralized location for Data Studio assets sharing, collaboration and transferring ownership features. Keep reading for information on the how to and important details to keep in mind!
Quick Reminder – there are 3 levels of access for all Data Studio assets:
Make someone else the owner of your reports and data sources.
A few things to note:
- You can only transfer ownership of assets that you own
- You must first share the file with the new owner
- You can only transfer ownership within your domain
- After transfer is complete – you’ll still be able to edit that asset unless the new owner removes your access
- After transfer is complete – you won’t be able to transfer ownership, even back to yourself
To learn more about how to transfer ownership of reports and data sources, check out this article.
Share your data stories across your organization, with customers, or with the world.
Collaboration/Sharing Data Sources:
Quick Reminder – there are 2 types of data sources:
- Embedded Data Sources – created while editing a report. Embedded data sources make collaborating on reports and data sources easier.
- Reusable Data Sources – created from the Data Studio Homepage. Allowing for the ability to reuse these data sources in different reports. Reusable data sources let you create and share a consistent data model across your organization.
Sharing Embedded Data Sources: Providing edit access to reports will automatically provide edit access to all embedded data sources in said reports.
Sharing Reusable Data Sources: To share access to reusable data source, follow the steps outlined in the Share Reusable Data Sources Google Support Doc.
Collaboration can be achieved by providing edit access to users. Note that a new feature, Publish Control, is recommended to be utilized when multiple users are collaborating on reports. To learn more about Publish Controls, check out Quick Introduction of the New Report Publishing Control in Data Studio.
Sharing reports can be achieved in many ways (listed below). To assess which option is the most feasible and relevant, assess the following regarding the users/groups you plan to share the report with:
- Do they have any level of Data Studio expertise?
- Do they require access to a dynamic or static report?
- Do they require regular access to updated data in a report?
Different Popular Sharing Features in Data Studio:
- View Access to a Report in Data Studio – View access to a report lets people interact with any filters or date range controls available. To learn about how to provide View access to reports in Data Studio, check out this Google support article.
- Schedule Email Delivery – You can send a copy of your Data Studio report to yourself and your stakeholders on a regular basis by setting up an email delivery schedule. To learn about scheduling email deliveries, check out our blog How to Schedule Email Delivery of Reports in Data Studio.
- Share a Shareable Link via any platform (email, chat, social media, etc.) – You can generate a short URL to a Data Studio report to share, use in web pages, or do anything else you can do with links. To learn about how to get a shareable link, check out this Google support article.
- Embed a Report on a Site – Lets you include your report in your own page, making it easier for you to tell your data story as broadly as possible. There are multiple ways to embed reports on sites:
As mentioned above to assess which sharing option is the most feasible and relevant to the users/groups in question, there are a few factors to consider. Below is a chart that plots the factors to consider and the sharing options to assist with your assessments.
Hope this blog helped you learn a little more about access to reports and data sources in Data Studio!
Drop a comment below, we would love to hear your thoughts. And don’t forget to check out the rest of the 12 Days of Data Studio blogs below to level up your skills and understanding of Data Studio.
Other Posts in Our 2021 Data Studio Series:
- Create Calculated Fields in Blended Data Source Tables with Data Studio
- Gain Insights on Data Studio Reports in Google Analytics
- Understanding the Advantages of Geo Charts & Google Maps in Data Studio
- Enhance GA4 Reporting Functionality with Calculated Metrics in Data Studio
- The Quick Reference Guide to GA4 Ecommerce Data in Data Studio
- Key Storytelling & Visualization Elements for Meaningful Stakeholder Reports
- Turn Up the Dial on your Dashboard Design with New Gauge Charts
- Visualize Your User Journey with Horizontal Bar Charts in Data Studio
- Taking Advantage of Data Studio Community Connectors
- Time Saving Layout Features You Should Be Using in Google Data Studio
- Quick Introduction of the New Report Publishing Control in Data Studio
- Guide to Collaboration & Transfer Ownership Features in Data Studio (this post)