For Enterprise only: Control how docs, Packs, and forms are shared outside your org. And manage docs that have already been shared publicly.
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 admin settings console. Just follow these steps:
Log into a Coda account with org admin access.
Click on your account name in the lower-left corner of the screen, and select Admin settings from the menu.
Scroll down to - or search for - the Sharing controls tab (within the Security section).
At the top of this page, you'll see a Content sharing policies section. Here you can select the sharing policies for docs, folders, and custom Packs, as well as the policy for forms. Adjust as needed (see more about the different access levels below).
Access rule options
There are three sharing policies available for docs, folders, Packs, and forms:
Allow public sharing: Docs, folders, and Packs can be shared outside the organization. Sharing settings are managed on a per-doc, per-folder, and per-Pack basis.
Use custom sharing rules: Docs, folders, and Packs cannot be shared via “anyone with the link.” External collaborators can be invited directly, but only in accordance with the custom sharing rules (see below) that you select. This policy also disables doc publishing and doc embedding.
No external sharing. Doc, folder, and Pack access is limited to users within the organization’s domain only. Content 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, visit this article.
ℹ️ If you need a refresher on the different mechanisms for sharing docs, check out this article.
Custom sharing rules
Should you select Use custom sharing rules as the content sharing policy for your org, you will see the options for sharing rules in the Custom sharing rules section. Org admins can choose from one of three approaches to custom sharing rules:
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Share with anyone (invite-only): This is the least restrictive option, as it allows sharing content with any external user, so long as the external user is invited directly. Public sharing links are not allowed, meaning no content can be published or shared via “anyone with the link.”
Note that when Use custom sharing rules is first selected, this Share with anyone option is selected by default.
Do not share with blocked domains: Content can be shared with any external users except for users with any of your blocked domains, based on the list in the Blocked domains section of the admin settings.
Share only with trusted domains: Content can only be shared with individuals from trusted domains, based on the list in the Trusted domains section of the admin settings.
Add trusted and blocked domains
If you select to use custom sharing rules for any of your org’s content, and you then select the blocked domains or trusted domains option, you will be prompted to create the respective list. Click the Create list button. This will bring you to the Trusted domains or Blocked domains page of the admin settings.
Use the Add domain button in the upper right to add to your list. You can enter multiple domains at once, separated by commas.
If you ever need to modify the list of domains, you can find the Trusted domains or Blocked domains pages in the admin settings, then use the buttons there to add or remove domains. You can also use the search bar to find domains in the list.
Modify sharing integrations
As an org admin, you can also control which sharing integrations are available to members of your org.
Sharing integrations are intended to make sharing easier for your team by integrating with your external contact sources like Google, Azure AD, Outlook, or Slack. When a user invites someone to their doc, they will see these integrations in the share dialog and can then select the correct contact from the integration.
However, depending on the tools your team uses, some of these integrations may not be necessary. Org admins can therefore control which sharing integrations are or aren’t shown to org members. To modify sharing integrations for your org, follow these steps:
From your Coda homepage, click on your name in the lower-left corner, then select Admin settings
Search for or scroll to the Sharing controls page
Locate the Integrations section
Toggle on or off any of these integration options as needed
That’s it - any changes made will be implemented immediately.
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 admin 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).
FAQs
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.
If I change the sharing policies for my org, will this apply retroactively to previously shared docs, folders, 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 this article.
Can I set different custom sharing rules for forms than for docs, folders, and Packs?
In the Sharing controls section of the admin settings, you can set different sharing policies for forms than for docs, folders, and Packs. For instance, you might choose No external sharing for docs, folders, and Packs, and then choose Allow public sharing for forms. However, if you select the Use custom sharing rules option for both forms and docs, folders, and Packs, then the same custom sharing rules will apply to all content.
As an admin, can I bypass the org's external sharing policies when needed?
Yes, if you are an org admin, you have the ability to bypass the external sharing policies for your org when needed. To do so, you will need to open the Doc management dashboard within the admin settings, find the doc you want to share, and select Update permissions. This will open the sharing menu for that doc, where you will see a Share outside policy checkbox. First select this checkbox, then adjust the permissions as needed. Learn more about updating doc permissions from the doc management dashboard here.