Sharing Views
Last updated on 2025-10-21
Overview
Users with full or admin access to a model can share a view with other collaborators to give them only this specifically filtered view on this model.
This article contains the following sections:
Sharing a View
To share a view:
Choose one of the following options:
- Open the view selection on the top left of a spreadsheet, open the three-dot menu for the view you want to share and click Share:
- Open the three-dot menu of a spreadsheet on the top right, click Share and select the view you want to share:
Click the displayed field to show all available users, teams, or organizations. Alternatively you can type in the e-mail or name to narrow the selection.
Select for the user, team, or organization you want to share the view with their level of access (see following subheading).
Close the dialog to save your settings.
The view is then displayed with the number of people or groups of people it is shared with:
Levels of Access for a View
The following levels of access are available for a view:
Option
Description
No access
The user has no access to the view.
Can view
The user can only view, edits are not permitted.
Can edit
The user can make live edits to anything visible to them in the view.
- If a user is a Viewer, they will only ever be able to view the model dashboard.
- If a user is a Member, they will have whatever access you grant them to the specific model or view.
For more information, see User Roles in Lucanet xP&A.
What can be viewed?
- If someone has access to only a view, then they can only see that view.
- If someone has access to a model and to a view within that model, they will be able to see both.
See Filter Options for the best way of setting up your view to ensure what is visible is exactly as intended.
We suggest previewing your view before you share it, if there is sensitive info.
What can be edited?
When you share a view with someone with the Can edit level of access, they are only allowed to make certain edits to the model. In general, they can only update the variables and dimensions that are visible, and they cannot make any structural changes to the model.
The following changes are allowed:
If the view filters by dimension items:
If you have a view that filters a certain dimension to only include some items, users you share that view with can only update those items. They can:
- Rename the items (e.g. rename Engineering to AI)
- Update the formulas for those items (e.g. change Projected Equipment Costs from $100,000 to $200,000 for the Sales department)
These permissions also account for mappings. For example, if you have a dimension called Employees, where each employee is mapped to a Department, and you share a view including the Engineering department, then the person you share with can:
- Add Engineering employees
- Remove Engineering employees currently mapped to the Engineering department
- Update formulas for Engineering employees (e.g. change Base Salary from $100,000 to $120,000 for a certain employee)
If the person you share with tries to make a change they are not allowed to make, xP&A will block the change and notify them.
If the view filters by variables
If the view you share filters out certain variables, then users will neither be able to see nor update those hidden variables.
If the view filters by scenarios
If the view you share filters out certain scenarios, then users will neither be able to see nor update those hidden scenarios.
If a variable does not have any special formula in a scenario, its value will fall back to the default scenario. Make sure you filter out any variables you do not want a user to see, if they are unchanged from the default scenario.