> ## Documentation Index
> Fetch the complete documentation index at: https://support.detrics.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Connection Sharing and Permissions

> Understand connection ownership, sharing permissions, and team collaboration in Detrics

<Info>**Last updated:** November 21, 2025</Info>

Detrics provides flexible connection sharing and permission controls to help your team collaborate effectively while maintaining security and data access control. This guide explains the different types of connection access, user roles, and what each role can do.

## Connection Types Overview

Every connection in Detrics is **public by default**, meaning all workspace members can use it in their queries. You can also restrict access to specific team members when needed.

<CardGroup cols={2}>
  <Card title="Public" icon="users" color="#16a34a">
    Available to all members of your workspace by default. Everyone can use it
    in their queries. Only connection owners and workspace owners can manage the
    connection.
  </Card>

  <Card title="Restricted Access" icon="user-lock" color="#2563eb">
    Limited to specific team members only. The connection owner selects exactly
    who can access it. Perfect for client-specific or sensitive data.
  </Card>
</CardGroup>

***

## User Roles and Permissions

Detrics has a role-based permission system that determines what actions each user can perform on connections.

### Role Hierarchy

<Steps>
  <Step title="Connection Owner">
    The team member who originally created/connected the data source. Has full control over their own connections.
  </Step>

  <Step title="Connection Editor">
    Users who have been granted specific permissions to manage a connection. Can reconnect and modify settings but cannot delete.
  </Step>
</Steps>

<Note>
  **Workspace owners** can always access and manage all connections in the
  workspace, regardless of sharing settings.
</Note>

***

## Connection Owner Permissions

When you connect a data source, you become the connection owner with full control over that specific connection.

### What Connection Owners Can Do

<AccordionGroup>
  <Accordion title="Full Connection Management" icon="gear">
    Complete control over your own connections:

    * **Reconnect** when credentials expire
    * **Replace** the connection with a different account
    * **Archive** or unarchive the connection
    * **View** all account details and usage
    * **Restrict** access to specific users
    * **Generate** authentication links for external stakeholders

    <Tip>
      You maintain ownership even if you restrict the connection to specific users.
    </Tip>
  </Accordion>

  <Accordion title="Sharing Control" icon="share-nodes">
    Decide how your connection is shared:

    **Option 1: Keep it public (default)**

    * All workspace members can create queries with it
    * Only you and workspace owners can manage this connection (reconnect, replace, archive, manage sharing)

    **Option 2: Restrict to specific users**

    * Choose exactly which team members can create queries with it
    * Perfect for client-specific or department-specific connections
    * You can assign connection editors who can help manage the connection

    <Info>
      **Changing your mind:** You can change sharing settings at any time. Restrictions take effect immediately.
    </Info>
  </Accordion>

  <Accordion title="Permission Delegation" icon="user-tag">
    Grant management permissions to other team members:

    * **Add connection owners** who can help manage the connection
    * **Remove access** from specific users at any time

    <Note>
      Even when you delegate editing permissions, you remain the owner and retain full control.
    </Note>
  </Accordion>

  <Accordion title="Usage Visibility" icon="chart-line">
    Track how your connection is being used:

    * See which scheduled queries use your connection
    * View who has access (in the sharing menu)
    * Monitor last activity timestamp
    * Check account usage statistics

    <Tip>
      Click the number in the "Scheduled Queries" column to see exactly which queries are using your connection.
    </Tip>
  </Accordion>
</AccordionGroup>

### What Connection Owners Cannot Do

<Warning>
  **Limitations:** - Cannot access other users' restricted connections (unless
  you're also the workspace owner) - Cannot modify workspace-level settings -
  Cannot remove team members from the workspace
</Warning>

***

## Connection Editor Permissions

Connection editors are team members granted elevated permissions by the connection owner to help manage a connection.

### What Connection Editors Can Do

<AccordionGroup>
  <Accordion title="Reconnect Expired Connections" icon="rotate">
    When credentials expire, editors can:

    * Reconnect the data source with fresh credentials
    * Authenticate using their own platform credentials
    * Resume paused queries after reconnection

    <Info>
      **Why this matters:** If the connection owner is unavailable and credentials expire, editors can maintain uptime without waiting for the owner to reconnect.
    </Info>
  </Accordion>

  <Accordion title="View Connection Details" icon="circle-info">
    Full visibility into connection information:

    * View associated accounts
    * See which queries use the connection
    * Check connection status and last activity
    * Access account details and IDs

    This helps editors troubleshoot issues and understand connection dependencies.
  </Accordion>

  <Accordion title="Modify Account Selection" icon="list-check">
    For platforms with multiple accounts (Google Ads, Facebook Ads, etc.), editors can:

    * Add new accounts to the connection
    * Remove accounts no longer needed
    * Update account selections for queries

    <Note>
      **Limitation:** Editors cannot replace the entire connection, only modify which accounts within the connection are available.
    </Note>
  </Accordion>

  <Accordion title="Use in Queries" icon="table">
    All standard query operations:

    * Create new queries using the connection
    * Schedule automatic updates
    * Run manual query executions
    * View and export data
  </Accordion>
</AccordionGroup>

### What Connection Editors Cannot Do

<Warning>
  **Restrictions:** - **Cannot change sharing settings** - Only the owner can
  modify who has access - **Cannot archive the connection** - Only owners can
  archive or unarchive - **Cannot delete the connection** - Permanent actions
  require owner permission - **Cannot replace the connection** - Only owners can
  migrate queries to a different connection - **Cannot transfer ownership** -
  The original creator remains the owner
</Warning>

### How to Grant Editor Access

If you're a connection owner and want to add editors:

<Steps>
  <Step title="Open the connection menu">
    Click the three-dot menu (⋮) next to your connection.
  </Step>

  <Step title="Select 'Manage sharing'">
    Open the sharing and permissions dialog.
  </Step>

  <Step title="Add team members">
    * Choose "Restrict access" if you want to limit who can use this connection -
      Select the team members you want to give access to - Set their permission
      level to "Can edit" for those who should help manage the connection
  </Step>

  <Step title="Save changes">
    Click "Save" and the selected users immediately receive their assigned permissions.
  </Step>
</Steps>

***

## Permission Scenarios

Understanding how permissions work in real-world situations:

### Scenario 1: New Team Member Onboarding

<Steps>
  <Step title="Workspace owner invites user">
    The workspace owner sends an invitation to join the workspace.
  </Step>

  <Step title="New member accepts">
    The new team member accepts and joins the workspace.
  </Step>

  <Step title="Automatic access to public connections">
    They immediately see all public connections and can use them in their queries.
  </Step>

  <Step title="Request access to restricted connections">
    For restricted connections, they need to ask the connection owner to be added.
  </Step>

  <Step title="Create their own connections">
    The new member can connect their own data sources, which are public by default.
  </Step>
</Steps>

### Scenario 2: Connection Owner Goes on Vacation

<Steps>
  <Step title="Before leaving">
    The connection owner grants owner permissions to one or more trusted team members so they can manage the connection while away.
  </Step>

  <Step title="Credentials expire during vacation">
    If the connection needs reconnection while the owner is away.
  </Step>

  <Step title="Temporary owner reconnects">
    The team member with owner permissions can reconnect using the same credentials (the owner's account) to maintain service and keep queries running.
  </Step>

  <Step title="Queries resume automatically">
    Any paused queries resume running after successful reconnection.
  </Step>

  <Step title="Owner returns with full control">
    When the owner returns, they still have complete control and can revoke temporary owner permissions if needed.
  </Step>
</Steps>

### Scenario 3: Client-Specific Access

<Steps>
  <Step title="Agency creates client connection">
    An agency team member connects a client's ad account.
  </Step>

  <Step title="Restrict to client team">
    The owner restricts access to only team members working on that client.
  </Step>

  <Step title="Other clients remain separate">
    Team members on different client accounts cannot see or access this
    connection.
  </Step>

  <Step title="Workspace owner maintains oversight">
    The workspace owner can still access all connections for administrative purposes.
  </Step>
</Steps>

### Scenario 4: Team Member Leaves Company

<Steps>
  <Step title="Workspace owner identifies impact">
    Review all connections created by the leaving team member and identify which queries depend on them.
  </Step>

  <Step title="Replace connections with personal credentials">
    If the leaving member used personal credentials, the workspace owner must replace those connections with compatible connections (same accounts) from current team members. This ensures queries continue running without interruption.

    <Note>
      **Important:** Reconnections must use the same credentials. Since the leaving member's credentials won't be available, connection replacement is the only option to maintain active queries.
    </Note>
  </Step>

  <Step title="Archive unnecessary connections">
    Archive any connections no longer needed.
  </Step>

  <Step title="Remove user from workspace">
    Finally, remove the team member's access to the workspace.
  </Step>
</Steps>

***

## Permission Matrix

Quick reference for what each role can do:

<div align="center">
  | Permission                                        | Owner<br /><sub>Can use the connection and manage all its settings</sub> | Editor<br /><sub>Can only use the connection in queries</sub> |
  | ------------------------------------------------- | ------------------------------------------------------------------------ | ------------------------------------------------------------- |
  | Use connection to create queries in Google Sheets | ✅                                                                        | ✅                                                             |
  | Use connection to build Looker Studio dashboards  | ✅                                                                        | ✅                                                             |
  | Share connection with other members               | ✅                                                                        | ❌                                                             |
  | Replace connection                                | ✅                                                                        | ❌                                                             |
  | Archive connection                                | ✅                                                                        | ❌                                                             |
  | Re-connect connection                             | ✅                                                                        | ❌                                                             |

  **Note:** Connection owners are determined when the connection is created. A workspace owner can grant you owner permissions for a specific connection.
</div>

***

## Changing Connection Sharing Settings

### Making a Connection Public

By default, all connections are public. If you've restricted a connection and want to make it public again:

<Steps>
  <Step title="Open connection menu">
    Click the three-dot menu (⋮) on your connection.
  </Step>

  <Step title="Select 'Manage sharing'">Open the sharing settings dialog.</Step>

  <Step title="Remove restrictions">
    Remove all user restrictions to make it available to all workspace members.
  </Step>

  <Step title="Confirm changes">
    Click "Save" and the connection immediately becomes visible to everyone.
  </Step>
</Steps>

### Restricting a Public Connection

<Steps>
  <Step title="Open sharing settings">
    Access the connection's sharing menu.
  </Step>

  <Step title="Select 'Restrict access'">
    Choose the option to limit access to specific users.
  </Step>

  <Step title="Choose users">
    Select which team members should have access. Unselected users will lose
    access.
  </Step>

  <Step title="Save changes">
    Restrictions take effect immediately. Users without access will no longer see the connection.
  </Step>
</Steps>

<Warning>
  **Impact on existing queries:** If someone has queries using a connection and
  you remove their access, those queries will fail. Consider the impact before
  restricting access.
</Warning>

***

## Understanding Connection Indicators

Visual cues help you quickly identify connection permissions:

<AccordionGroup>
  <Accordion title="No Sharing Icon" icon="users">
    **Meaning:** Public connection

    All workspace members can see and use this connection. This is the default state for all connections.
  </Accordion>

  <Accordion title="Lock Icon" icon="user-lock">
    **Meaning:** Restricted access

    Only specific team members can access this connection. Click "Manage sharing" to see who has access.
  </Accordion>

  <Accordion title="Crown Icon" icon="crown">
    **Meaning:** You are the connection owner

    Appears in the sharing menu to indicate you created this connection and have full control.
  </Accordion>

  <Accordion title="Edit Icon" icon="pencil">
    **Meaning:** You have editor permissions

    Shown in the sharing menu when someone has granted you editor access to their connection.
  </Accordion>
</AccordionGroup>

***

## Troubleshooting Permissions

<AccordionGroup>
  <Accordion title="Can't see a connection I need">
    **Possible reasons:**

    * The connection is restricted and you don't have access
    * The connection was archived
    * The connection was deleted

    **Solution:**

    1. Ask the connection owner to grant you access
    2. Contact your workspace owner for access
    3. Create your own connection to the same data source
  </Accordion>

  <Accordion title="Connection shows 'No Access'">
    **Meaning:** The connection is restricted and you don't have permission to use it.

    **Solution:**

    * Contact the connection owner shown in the "Added by" column
    * Ask your workspace owner to grant you access
  </Accordion>

  <Accordion title="Can't reconnect expired connection">
    **Reason:** You need to be the connection owner or have editor permissions.

    **Solution:**

    1. Contact the connection owner (shown in "Added by")
    2. Ask them to reconnect or grant you editor permissions
    3. If owner unavailable, contact workspace owner for help
  </Accordion>

  <Accordion title="User left and their connections are orphaned">
    **Solution (for workspace owners):** 1. Go to the Data Sources page 2. Find
    connections created by the former team member 3. Reconnect with company
    credentials to maintain access 4. Update sharing settings as needed 5.
    Consider replacing connections in queries if necessary
  </Accordion>

  <Accordion title="Cannot modify sharing on a connection">
    **Reason:** Only connection owners and workspace owners can change sharing settings.

    **Solution:**

    * If it's not your connection, ask the owner to adjust sharing
    * Workspace owners can override and modify any connection's settings
  </Accordion>
</AccordionGroup>

***

## Security Considerations

<Warning>
  **Protect sensitive data:** Be mindful of who can access connections,
  especially for connections containing: - Customer personal information -
  Financial data - Client confidential data - Sensitive business information
</Warning>

### Security Best Practices

<AccordionGroup>
  <Accordion title="Principle of Least Privilege">
    Use restricted access for sensitive client data rather than keeping connections public. Only grant access to team members who actually need it.
  </Accordion>

  <Accordion title="Audit Connection Access">
    Regularly review who has access to your connections: - Click "Manage sharing"
    on important connections - Remove users who no longer need access - Verify
    editor permissions are still appropriate
  </Accordion>

  <Accordion title="Use Company Credentials When Possible">
    For shared connections, use company email accounts rather than personal emails
    to ensure continuity if team members leave.
  </Accordion>

  <Accordion title="Monitor Workspace Members">
    Workspace owners should regularly review workspace membership and remove users who should no longer have access.
  </Accordion>
</AccordionGroup>

***

## Next Steps

Now that you understand connection permissions and sharing:

* **[View and manage connections](/workspace/view-manage-connections)** - Learn how to perform connection management tasks
* **[How to automate a query](/data-destination/google-sheets/how-to-automate-a-query)** - Start using your connections in scheduled queries
* **[Google Sheets Quickstart](/quickstart/google-sheets)** - Get started with Detrics if you're new

<Tip>
  **Need help?** If you have questions about permissions or connection
  management, contact [support@detrics.io](mailto:support@detrics.io) or use the chat widget in the
  bottom-right corner.
</Tip>