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Set Up Access and Governance

Set up access control, permissions, and governance for your reference data tables to ensure proper ownership and collaboration.

View table overview

The Overview tab provides a consolidated view of your table’s key metadata and governance information.

To access the Overview:

  1. Go to Reference data > Tables.

  2. Select a table.

  3. The Overview tab opens by default.

The Overview tab displays:

Attributes

Quick reference list of all columns in your table with their data types. To modify the table structure, go to the Data structure tab.

Description

Table description that explains the purpose and content of your reference data. You can:

  • Select Edit to manually update the description.

  • Select Generate (for new tables) or Regenerate (for existing tables) to create AI-powered descriptions based on your table structure and data.

Synced Catalog Item

Shows whether this table is published to the Catalog and provides a direct link to the catalog item.

If the table isn’t published yet, this section shows a dash (-). For information about publishing, see Publish and Approve Reference Data.

Stewardship

Displays all users assigned to this table, grouped by their roles (Owner, Editor, Approver, Viewer).

To modify user assignments, see Share a reference data table.

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

  • All new tables are private by default.

  • The creator is automatically assigned the Owner role.

  • Owners can share tables via a dedicated sharing dialog, assigning roles to other users in the organization.

User roles

Each table can have users assigned one of the following roles:

Owner

  • Has full control over the table.

  • Manages advanced settings: schema, relationships, hierarchies.

  • Can share the table and assign roles to other users.

Editor

  • Focuses on data operations.

  • Can add, update, or delete records.

  • Can send records for approval.

Approver

  • Has all Editor rights.

  • Can review and approve changes before publication.

Viewer

  • Read-only access to published data.

Access control limitations

  • There must always be at least one owner on a table.

  • It is not possible to assign permissions for user groups.

  • 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:

  1. Go to Reference data > Tables.

  2. Select the table you want to share.

  3. Select the Share button or access sharing options from the table menu.

  4. In the sharing dialog:

    1. Search for users in your organization.

    2. Assign the appropriate role (Owner, Editor, Approver, or Viewer).

    3. Select Done to grant access.

  5. 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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