> ## Documentation Index
> Fetch the complete documentation index at: https://docs.nexalytica.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sharing Resources and Managing Visibility in Nexalytica

> Learn how to share dashboards, files, and other resources in Nexalytica — covering the Share dialog, share targets, external links, and Admin View.

Every resource in Nexalytica starts completely private — only you can see it until you decide otherwise. When you are ready to collaborate, Nexalytica's sharing system lets you give access to a single colleague, an entire Department, or even someone outside your Organisation, all from a single dialog. Sharing always creates a **live reference**, so your collaborators see the latest version of your work in real time, and revoking access takes effect immediately.

## The Share Dialog

Open the Share dialog by clicking the **Share** button on any resource. The dialog brings together every sharing control in one place.

<Steps>
  <Step title="Add recipients">
    Click inside the recipient box and start typing a name, email address, or Department name. Nexalytica surfaces matching suggestions as you type. Select a suggestion and it appears as a chip in the box. You can add multiple recipients — people, Departments, or a mix — before sending.
  </Step>

  <Step title="Set the default role">
    Use the **default role selector** to choose whether the current batch of recipients receives **Viewer** or **Editor** access. This setting applies to everyone you have queued in the recipient box.

    <Note>
      You can only grant up to your own level of access on a resource. If you are an Editor, you can assign Viewer or Editor — but not Owner. See [Roles & Permissions](/concepts/roles-permissions) for the cap-at-own-level rule.
    </Note>
  </Step>

  <Step title="Review the audience notice">
    When you add a Department or the whole Organisation as a recipient, a banner appears showing exactly how many people will gain access. Review this number before proceeding — it includes all current members and any future members who join later.
  </Step>

  <Step title="Send">
    Click **Send** — the button shows the number of recipients being added, for example **Send (3)**. Each person receives a notification and can open the resource immediately.
  </Step>
</Steps>

## Share Targets

<CardGroup cols={2}>
  <Card title="Specific person" icon="user">
    Type a colleague's name or email address. They receive exactly the role you assign and can be managed individually after sharing.
  </Card>

  <Card title="A Department" icon="users">
    Type the Department's name to share with every current **and future** member of that team. New members who join the Department automatically inherit access.
  </Card>

  <Card title="The whole Organisation" icon="building">
    Share with your entire Organisation in one step. Every current and future Organisation member gets the access level you set.
  </Card>

  <Card title="External (outside your org)" icon="link">
    Send a time-limited, signed link to an email address outside your Organisation. External recipients are always **Viewers** and can never re-share.
  </Card>
</CardGroup>

## External Sharing

External sharing lets you give people outside your Organisation read-only access via a secure, time-limited link.

<Warning>
  External sharing must be **enabled at the Organisation level** by an Org Admin or Owner before any member can use it. If the external sharing option does not appear in your Share dialog, contact your Org Admin to turn it on.
</Warning>

<Steps>
  <Step title="Choose an expiry">
    Select how long the link remains valid: **7 days**, **30 days**, or **90 days**. After the expiry date the link stops working automatically — you do not need to manually revoke it.
  </Step>

  <Step title="Acknowledge the warning">
    Tick the **acknowledgement checkbox** to confirm you understand the resource will be accessible outside your Organisation. This checkbox is mandatory and cannot be skipped.
  </Step>

  <Step title="Send the link">
    Click **Send**. The signed link is delivered to the recipient's email address.
  </Step>
</Steps>

<Tip>
  If you need to revoke an external link before it expires, open the Share dialog, find the external recipient in the existing-recipients list, and click **×** to remove them. The link becomes invalid immediately.
</Tip>

## Managing Existing Recipients

After sharing a resource, you can adjust access at any time from the same Share dialog. Scroll to the **existing recipients** section to see everyone who currently has access.

| Action                  | How to do it                                                        |
| ----------------------- | ------------------------------------------------------------------- |
| Change someone's role   | Click the role dropdown next to their name and select the new level |
| Remove someone's access | Click the **×** next to their name                                  |
| Remove the Owner        | Not possible — the Owner cannot be removed via the Share dialog     |

Changes take effect instantly. There is no save step.

## Reference Semantics — Live, Not Copies

<Info>
  When you share a resource, Nexalytica creates a **live reference** to the original — not a snapshot or a copy. This has important implications for how your collaborators experience the resource.
</Info>

| Event                       | What happens for shared recipients                                               |
| --------------------------- | -------------------------------------------------------------------------------- |
| You edit the resource       | All recipients see the updated version immediately                               |
| You revoke someone's access | They lose access the moment you click **×**                                      |
| You delete the resource     | It disappears for **everyone** who had access, including all Editors and Viewers |

<Warning>
  Deleting a resource is irreversible and removes it for all recipients simultaneously. If you only want to stop sharing without deleting, remove recipients individually rather than deleting the resource.
</Warning>

## Admin View (Implicit Access)

Org Owners and Org Admins can activate the **Admin View** to see resources owned by other members of the Organisation — including resources that have never been shared with anyone. This capability is intentionally restricted, audited, and requires an explicit acknowledgement every time it is used.

<Accordion title="How to activate Admin View">
  Navigate to any supported resource listing — dashboards, data sources, files, folders, or agents — and toggle **Show data from my admin access** at the top of the listing. An acknowledgement dialog appears; you must click to confirm every single activation. There is no "remember my choice" option.
</Accordion>

<Accordion title="Filtering by owner">
  Once Admin View is active, expand the Departments panel and tick individual members to narrow the listing to only their resources. You can select multiple members across multiple Departments simultaneously.
</Accordion>

<Accordion title="What is and is not available">
  Admin View is available on: **dashboards, data sources, files, folders, and agents**.

  Admin View is **not** available on **chat threads** — those remain private to the owner regardless of admin status.
</Accordion>

<Accordion title="Turning Admin View off">
  Toggle **Show data from my admin access** off. The listing immediately returns to your normal private view, showing only resources you own or that have been explicitly shared with you.
</Accordion>

<Warning>
  Every activation of Admin View is recorded in the **Audit Log** with the admin's identity, the resources accessed, and a timestamp. Admins cannot access colleagues' private resources silently. This log is available to Org Owners.
</Warning>

<Note>
  Dept Admins and Managers **never** have access to the Admin View. The ability to see colleagues' private resources is exclusively reserved for Org Owners and Org Admins, and every use is audited.
</Note>