Share a Data Mart

Sharing Data Marts in the OWOX extension enables you to collaborate on reports with colleagues, partners, or others who don't have direct access to the raw data in BigQuery. This guide will walk you through sharing your Data Marts to facilitate efficient teamwork and reporting.

Note: Sharing Data Marts does not alter the default workflow. People with direct access to your BigQuery project will have full access to all Data Marts, including editing permissions. Manage these accesses on the IAM settings in your GCP project.

Step 1: Invite People By Email

  1. Open the Extensions menu in Google Sheets. Navigate to OWOX: Reports, Charts & Pivots and select Edit current report.
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    Note: If you want to share a new Data Mart while creating it, you need to save it first and then share it.

  2. In the sidebar, click the Edit icon next to the Data Mart title to open the editing popup.
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  3. In the editor, switch to the Share tab.
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  4. Enter the email addresses associated with Google Accounts for the people you want to share the Data Mart with, even if they don’t have access to BigQuery. Separate multiple addresses with commas.
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    Note: People, who you’ve shared the Data Mart with, can only create/edit their own reports in the OWOX extension. They won’t have access to your GCP project or the SQL code in Query, and they will only be able to see the Data Marts shared with them. When invited people run their first report, they will be added to the OWOX BI project as a members with the ‘Viewer’ role.

Step 2: Provide Permissions

  1. In the Permissions section, click the ‘Sign in with Google’ button if you haven't done so already:
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    Or select the Google account with early provided permissions from the list:
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    Note: OWOX encrypts your credentials and never stores data when importing. These BigQuery permissions allow running reports and executing SQL queries via the BigQuery API, and Google Drive permissions allow inserting the resulting data in a Google Sheets document.

  2. Sign in with your Google account on the authentication page and grant the necessary permissions.

    Note: The OWOX extension requires only essential Drive and BigQuery permissions to provide users with the best experience.

  3. After success, your Google account with permissions will appear in the section.
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    Note: You can use the same Google account for sharing one or more Data Marts.

  4. Click Save & Share to apply your changes.
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  5. A success notification will appear, and a 'Shared' icon will display next to the Data Mart title in the dropdown list.
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You’re all done! All invited people will receive an email notification with a link to the extension and instructions on how to use the shared Data Mart.

 

Managing Shared Data Marts

Shared Data Marts are marked with a 'Share' icon in the dropdown list, making them easy to identify.
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You can select your shared Data Mart, and open the editing popup to change sharing settings.

 

Removing some people from sharing settings

  1. Open the Data Mart editor.
  2. Go to the Share tab.
  3. Hover over the user's email and click the Remove access button.
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  4. Click Save & Share to save your changes.

 

Changing the permissions

  1. Open the Data Mart editor.
  2. Go to the Share tab.
  3. In the Permissions section, click the Google account name and select Replace with another account... from the dropdown.
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  4. Complete the Google account authorization and grant access.
  5. Click Save & Share to save your changes.

 

Stop sharing the Data Mart

  1. Open the Data Mart editor.
  2. Go to the Share tab.
  3. Click the context menu next to Save & Share and select Stop sharing this Data Mart.
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  4. Confirm your choice in the popup window.
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FAQ

How will my permissions be used with the shared Data Mart?

Your permissions (BigQuery and Drive) will only be used to query data when reports are run within the OWOX extension. Invited people cannot use your Google account to gain direct access to BigQuery or access to your Drive documents.

Who can edit the shared Data Mart?

In the OWOX extension, each Data Mart is linked with a specific GCP project. Therefore your shared Data Mart can be edited by users who have direct access to this GCP project, as specified in the IAM settings.

Why does a Data Mart, created by someone else, fail to run with my permissions after sharing?

If you're not the author of the Data Mart and didn't write its SQL query, please, before sharing, run the Data Mart at least once to ensure you have sufficient permissions to execute the query in BigQuery. If your account lacks permissions for certain datasets or tables, the query will fail.

Possible solutions:

  • Review the SQL code to identify which datasets and tables are accessed.
  • Check your permissions on the IAM settings in your GCP project.
  • Contact the Data Mart author for further assistance.

Who else can add Google account permissions to share Data Marts?

As we wrote before, people with direct access to your GCP project will have full access to all Data Marts. They can edit Query, and Sharing settings (including change Google account with permissions).

If you have any questions or need assistance, contact our support team at bi@owox.com.

 

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