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:
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Go to Reference data > Tables.
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Select a table.
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Select the Overview tab.
The Overview tab displays:
- Attributes
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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
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Table description that explains the purpose and content of your reference data. You can:
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Select Edit to manually update the description.
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Select Generate (for new tables) or Regenerate (for existing tables) to create AI-powered descriptions based on your table structure and data.
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- Synced Catalog Item
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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
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Displays all users and groups assigned to this table, grouped by their roles (Viewer, Editor, Approver, Owner).
To modify user and group 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
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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 or groups in the organization.
Roles
Each table can have users or groups assigned one of the following roles:
Editor
Everything a Viewer can do, as well as:
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Can manage records — add, edit, delete, or import in bulk.
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Can submit records for review.
Access control limitations
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It is not possible to assign permissions only to specific rows or columns.
Assign roles to groups
Roles can be granted to user groups, not just individual users. When a group holds a role, every current and future member of that group inherits the permissions of that role.
Use groups when:
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A whole team should have the same level of access: Assign the role once to the group rather than to each member individually.
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Team membership changes frequently: New members get the right access automatically when they are added to the group.
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A whole team should be selectable as a single reviewer: Assign the role to the group so it appears as one entry in the Reviewer field on the Request review form (see Publish and Approve Reference Data).
Group membership and hierarchy are managed at the platform level, outside reference data. To learn how to create groups and add users, see Set Up Your First Team. To learn how parent and child groups inherit access, see How group hierarchy affects sharing.
Changes to group membership and hierarchy can take up to five minutes to take effect in reference data, both when granting and revoking access.
Share a reference data table
To share a reference data table with other users or groups:
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Go to Reference data > Tables.
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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 (Viewer, Editor, Approver, or Owner).
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Select Done to grant access.
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The shared users and groups 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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