Set Up Access and Governance
Set up access control, permissions, and governance for your reference data tables to ensure proper ownership and collaboration.
Set up access levels and ownership for reference data
Reference data tables use role-based access control to enhance governance, collaboration, and security. This allows more granular control over who can perform specific actions within your data tables.
Table sharing and visibility
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All new tables are private by default.
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The creator is automatically assigned the Owner role.
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Owners can share tables via a dedicated sharing dialog, assigning roles to other users and groups from the organization.
User roles
Each table can have users assigned one of the following roles:
Owner
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Has full control over the table.
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Manages advanced settings: schema, relationships, hierarchies.
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Can share the table and assign roles to other users.
Access control limitations
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There must always be at least one owner on a table.
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It is not possible to assign permissions for user groups.
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It is not possible to assign permissions only to specific rows or columns.
Share a reference data table
To share a reference data table with other users:
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Go to Manage data > Reference data.
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Select the table you want to share.
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Select the Share button or access sharing options from the table menu.
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In the sharing dialog:
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Search for users or groups in your organization.
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Assign the appropriate role (Owner, Editor, Approver, or Viewer).
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Select Done to grant access.
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Select Save to apply the changes.
The shared users will now have access to the table according to their assigned role.
Next steps
After setting up access and ownership:
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Work with data: Work with Reference Data Records - Add, edit, and manage record data.
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Publish changes: Publish Your Data - Set up governance workflows.
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Enable platform access: Work with Published Reference Data - Use reference data across the platform.
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