For Enterprise only: Use the Doc Management dashboard to query and manage all docs within your organization, including publicly shared docs.
Enterprises need visibility into their documents for many reasons, including regulatory and compliance requirements, auditing permissions around sensitive information, and understanding which docs are most used within the organization.
The doc management dashboard helps admins in many ways, including:
Gives them visibility and provides key insights on all documents within their org
Allows them to quickly take action on docs, including changing permissions
Helps them see which docs are most viewed within their organization, how widely they are shared, and which Packs are installed for these docs
Read on to learn all about accessing and using this dashboard.
Within this article, you’ll find...
Access the doc management dashboard
ℹ️ In order to use the doc management dashboard, you must have either an org admin or content admin role in your Enterprise org.
To view the org docs dashboard, open your organization admin console by going to coda.io/docs, clicking on your name in the lower-left corner, then selecting Admin settings.
From here, navigate to the Doc management tab (within the Content section). You will see the dashboard along with some analytics on all the Coda docs within your organization.
Dashboard overview
The dashboard provides a bird’s-eye view of all the docs within your organization. At the top of the page, you can see high-level stats aggregated across all docs. In the table, you will find the following information for each doc:
Doc name, who owns the doc, and which workspace and folder the doc lives in.
Shared with: the widest (most permissive) sharing permission on the doc.
Packs added: the number of Packs installed in the doc. Hovering over the number will display the names of the Packs.
Sync pages (in): The number of sync pages that have been synced into this doc.
Sync pages (out): The number of sync pages that are being synced out from this source doc.
Last active: the last time someone opened the doc.
Total pages: the number of pages in the doc.
Collaborators: the number of unique users that have viewed the doc in the last 90 days.
Views: the number of page views in the last 90 days.
You can also sort by last active, total pages, collaborators, and views, which will help you to see which docs are the most active. Simply click on the column you wish to sort by.
You can search by title or URL, or use the built-in filters to look for docs that are:
In: in a specific workspace or folder
Owned by: owned by a specific set of users
Shared with: shared with a domain, shared with external domains, shared with the entire workspace, shared publicly, and published to the web and Coda Gallery
Take action on docs
You can also take actions on docs directly from this dashboard. Simply scroll all the way to the right, and click on the three-dot menu (...) next to the desired doc. You will see a list of all the actions you can take on that doc. You can copy the doc URL, view and make changes to the doc sharing settings, move the doc to another workspace or folder, transfer the doc to another user, or delete the doc.
You can even take bulk actions, including moving docs and deleting docs. Just select all the docs you need to modify by clicking the checkbox to the left of each doc. Then choose your bulk action at the bottom of the screen.
You can find deleted docs in the Recently deleted tab at the top of the dashboard, where you will see the option to un-delete them in the three-dot menu (...) to the right of each doc.
Update sharing permissions
From this Doc management dashboard, org admins and content admins can update the sharing permissions of any docs. Here’s how:
Find the doc or docs you want to update by using the filters or search bar at the top of the list.
Scroll to the right side of the screen, and click the three-dot menu (...) next to the doc
Click on the Update access option.
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In the pop-up, you can change the access level for individuals, for anyone with the link, and for anyone in your domain.
Changing the Anyone with the link option to No access will make the doc no longer accessible to the public.
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.
ℹ️ Note that org admins have the ability to change doc permissions in ways that conflict with the org’s sharing policies. For instance, if your org’s sharing policy is set to “no external sharing,” but you need to make an exception and share with an external individual, you can do so via this Doc management dashboard. Just follow the steps above to open the sharing permissions for the doc, check the Share outside policy checkbox in the lower-left of the share menu, then share as needed.
View publicly shared docs
Org admins can set sharing rules for the content in their org, which dictate how docs and custom Packs can be shared outside of the org. Once set, these sharing rules apply going forward for all new docs. But how can you see and manage docs that have already been shared publicly? You can do so right in the doc management dashboard.
To view this list of publicly shared docs, follow the steps below:
Navigate to the Doc management page of the admin settings (within the Content section).
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.
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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.
If needed, you can change the permissions of any of these public docs by following the steps in the "Update sharing permissions" section above.
FAQs
How do I export data about docs in my organization?
The Org docs table in Coda Admin Pack can be used to list all docs in an organization. From here this data can be filtered, joined, exported, etc. as needed. This data is also available for consumption programmatically via the Coda Admin API.
When should I use the doc management dashboard vs. Coda Admin Pack vs. Admin API?
All of these should surface similar data, so it depends on what makes the most sense for your needs. For example:
The dashboard (described in this article) is likely easiest to use for quick and general-purpose investigation and taking manual action on docs as needed.
The Coda Admin Pack is likely best for performing exports or more structured bulk actions based on a set of docs.
The Admin API offers the most flexibility in terms of integration.
How can I view publicly shared docs via the doc management dashboard?
At the top of your doc management dashboard, you will see the number of publicly shared docs in your org. Along with that number, there is an option to Show only. When you click this, the dashboard will then only show docs that are publicly shared outside of your org.
Can I set policies that limit how docs are shared externally beyond our organization?
Yes, as an Enterprise org admin, you can set policies that control whether docs, folders, and custom Packs can be shared outside your org. You can even set custom policies that allow fine-tuned control over exactly which external domains can or cannot be share with. Learn all about setting these policies here.
Who can access the doc management dashboard?
Only org admins or content admins on Coda’s Enterprise plan can access the org doc management dashboard.
Can org admins override the org’s sharing policies when needed?
If you are an org admin, you may sometimes need to share content externally in ways that might conflict with the org’s sharing policies. For instance, your org may restrict external sharing entirely, but you need to make an exception and share with a trusted external individual. In such cases, you do not need to adjust your org’s sharing policies. You can simply share the content by adjusting the doc permissions via the Doc management dashboard. Just follow the steps in the “Update sharing permissions” section of this article, making sure to check the Share outside policy checkbox before sharing.
