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Control sharing of docs and Packs
Control sharing of docs and Packs

For Enterprise only: Control how docs, Packs, and forms are shared outside your org. And manage docs that have already been shared publicly.

Updated over a week ago

If you’re an org admin for a team on Coda’s Enterprise plan, you can choose how docs, forms, and custom Packs will be shared outside your organization. You can also view which docs in your workspace have been shared publicly, and adjust the permissions of those docs as needed. These controls help maintain the security of your org and info on Coda.

Within this article you’ll find...

Adjust sharing rules for your org

If you're an org admin, you can update your advanced sharing rules at any time from the Organization settings console. Just follow these steps:

  1. Log into a Coda account with org admin access. Select your workspace from the panel on the left.

  2. In the lower left corner of your screen, select More options. Then select Organization settings to open the Organization Admin Console.

  3. You'll be brought first to the Domains and access tab. Just scroll down to the External access rules section. First, you'll see options for Docs and Packs, and below you'll see options for Forms. Adjust as desired (see more about the different access levels below) - and that's it!

Enterprise doc and pack sharing controls.gif

Access rule options

There are three sharing policies available for custom Packs, docs, and forms:

  1. Unrestricted: Docs and Packs can be shared outside the organization. Sharing settings are managed on a per-doc and per-Pack basis.

  2. Invite-only external access: External collaborators must be added directly, as docs and Packs cannot be shared publicly. This policy disables doc publishing and doc embedding.

  3. No external access. Doc and Pack access is limited to users within the organization’s domain only. Docs cannot be shared with external collaborators via doc publishing, doc embedding, or direct add.

Important note: Restricting access will not affect any docs, Packs, or forms that have previously been shared publicly. This restriction will solely apply to future doc and Pack shares, ensuring that they can not be shared with the public. To manage docs that have already been shared publicly, see the section below.

ℹ️ If you need a refresher on the different mechanisms for sharing docs, check out this article.

Manage publicly shared docs

The sharing rules covered in the section above will apply going forward for all new docs. But how can you see and manage docs that have already been shared with the public?

That’s where the Org docs dashboard in the organization settings come in. Here, you can filter your org docs to view only the public docs across your workspaces, and change permissions or lock down access as needed.

View list of public docs

To navigate to this list of publicly shared docs & their settings, open the organization settings.

  1. Log into a Coda account with org admin access.

  2. Select your workspace from the left panel, and click on More options in the lower left corner of your screen

  3. Select Organization settings.

  4. Click on the Org docs tab.

  5. At the top of this dashboard, you'll see the number of publicly shared docs in your org. Click on the Show only option next to this number.

  6. Now the dashboard will show all the public docs in your org. You can filter by workspace, owner, access level, and discoverability, or search by keyword.

Note that only docs located in Enterprise workspaces associated with the organization will be shown in this list.

Update permissions

From this Org docs dashboard, org admins can update the permissions of any docs. Here’s how:

  1. Find the doc or docs you want to update by using the filters or search bar at the top of the list.

  2. Scroll to the right side of the screen, and click the three-dot menu (...) next to the doc

  3. Click on the Update access option.

  4. In the pop-up, you can change the access level for anyone with the via and for anyone in your domain.

    1. Changing the Anyone with the link option to No access will make the doc no longer accessible to public.

    2. Changing all permissions to No access will make the doc private (i.e only visible to the doc owner).

That’s it! The doc’s access will be automatically updated.

Other sharing controls

If you’re an Enterprise org admin wanting further security and control for your organization, you also have the option to...

  • turn off exporting of docs

  • disable publishing of docs

  • disable sharing docs with Coda Support

  • block inbound sharing (prevent anyone from other domains from sharing docs with your org)

These controls aren’t yet available in your Organization Settings. Instead, org admins will need to contact their Coda account team or Coda Support (via the ? in the lower right corner of any doc).


How can I control the usage of Packs within my workspace?

Org admins in Enterprise workspaces can control which Packs are available to workspace members and how those Packs can be used. To learn about managing Pack requests and approvals, check out this article. And to learn about granular controls for Pack usage, head here.

Will changing the access settings apply retroactively to previously shared docs, Packs, or forms?

No - changing the access rules will not apply to docs, Packs, or forms that have already been shared. These restrictions only apply to doc and Pack shares going forward. To learn about managing docs that have already been shared with the public, check out the section above.

Related resources

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