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Manage access in two places: Google Sheets sharing controls who can open the original spreadsheet, while Datarails roles, object sharing, and permission filters control access to imported data and reporting outputs. Neither system should be assumed to grant access in the other.
Understand the three access controls
A Google Sheet can feed Datarails automated reports and dashboards. After you select the sheet for a Filebox, its imported data appears on the Filebox version tab and can be mapped to a Datarails database. Access then depends on the source file’s Google sharing settings and on permissions within Datarails.
| Control | What it governs | Use it for | Important limitation |
|---|---|---|---|
| Google Sheets sharing | Who can open the source spreadsheet | Granting read, comment, or edit access to the original | It does not define Datarails Filebox or report permissions. Google Drive sharing files. |
| Datarails roles and object sharing | Access to Workspace, folders, Fileboxes, dashboards, and reports | Giving users platform capabilities and access to the items they need | Output access alone may not permit refresh or drill-down into its input data. Datarails user permissions; Datarails Workspace. |
| Datarails permission filters | Which records a user can see in relevant data outputs | Restricting shared data by attributes such as department | They do not replace sharing the underlying object. Datarails permission filters. |
1. Choose who can access the source Google Sheet
Open the sheet’s sharing settings and decide whether access should be Restricted or available to Anyone with the link. Give each person the least-permissive role that lets them do their job:
- Viewer: can read the sheet.
- Commenter: can comment or suggest without editing the content directly.
- Editor: can make changes to the sheet.
Viewers and commenters cannot directly share the file onward; the owner must change access or share it with additional people. Organizational policies may also limit external sharing. See Google’s sharing guidance.
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Do not infer source-sheet access from a person’s Datarails role, or Datarails access from their Google role. Confirm permissions separately in each service.
2. Connect the sheet to a Datarails Filebox
Datarails’ integration instructions say to select or paste the Google Sheet link during setup. Imported data appears in the Filebox’s version tab and can then be mapped to the Datarails database like other data sources. The integration removes comments before upload and provides an option to synchronize only when changes are detected in the source sheet. Refer to Datarails’ Google Sheets instructions.
If the sheet does not appear or an import fails, first check that the signed-in Google account has access to the source file and that the correct link was used. Then ask your Datarails administrator to check the integration setup. The published instructions do not specify every authorization prompt or tenant-specific prerequisite, so those checks are starting points rather than a diagnosis.
3. Grant the right Datarails role and object access
Datarails describes Admins as having broad platform access, Contributors as receiving access defined by Admins, and Viewers as report users without access to Filebox or Workspace settings. Object-level permissions further define access to particular folders, Fileboxes, and dashboards. For example, a Filebox Dashboard Viewer can see dashboards extracted from a Filebox without being able to access the Filebox itself. See Datarails’ permissions overview.
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To share a folder or Filebox, Datarails’ Workspace guidance describes selecting the item, opening its sharing action, adding members by email or groups, choosing permissions, and sending the invitation. Items under a shared folder follow the folder’s sharing settings. Use groups when they fit your organization’s ownership and access-review process. See Datarails Workspace guidance.
4. Check access to both input and output data
Datarails distinguishes input Fileboxes, which provide source data, from output Fileboxes, which contain reports. Sharing an output grants access to the report. However, users need access to the input Filebox to refresh or drill down into outputs derived from that data. When someone can view a report but cannot refresh it or inspect its supporting data, check their input Filebox permissions as well as their output access. The dependency is described in Datarails’ Workspace documentation.
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5. Limit a user to the relevant records
If a user should see only certain records, use Datarails permission filters based on database fields such as Department. The documentation describes filtering shared data in Excel outputs and dashboards by including or excluding values, such as a department or branch. These filters control data visibility; they are distinct from permission to open a folder, Filebox, or dashboard. See Datarails permission filters and Workspace sharing.
Quick Recap
- Confirm the user’s Datarails role and access to the relevant folder, Filebox, and dashboard.
- Set the filter to include or exclude the intended field values.
- Review the affected reports and dashboards using an account with the intended user role.
Troubleshoot common access problems
- The user cannot open the Google Sheet: confirm which Google account they are using, then ask the owner to share directly or through an applicable group. The user may need to request access, and organizational policy may block some sharing.
- The user sees a dashboard but not its source Filebox: check whether they have the Filebox Dashboard Viewer permission, which allows dashboard access without access to the Filebox itself.
- The user can view a report but cannot refresh or drill down: check access to the input Filebox and, where relevant, the connected data source.
- The report shows too many or too few records: review both object sharing and the user’s permission-filter fields and included or excluded values.
- The source is missing or will not import: verify the Google Sheet link and the signed-in account’s access, then ask the Datarails administrator to check integration setup. The published integration instructions do not identify every possible cause.
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