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Sharing & Permissions

This guide explains how to share decks and profiles with team members and what each permission level allows.

Overview​

Decks and profiles are shared independently:

  • Deck sharing controls who can view and edit a specific slide deck
  • Profile sharing controls who can use and modify a configuration profile (agent config template)

Sharing a profile does not grant access to any deck. Sharing a deck does not grant access to any profile.

Sharing a Deck​

  1. Open the deck you want to share
  2. Click the Share button to open the permissions manager
  3. Search for a user or group by name or email
  4. Select the permission level: CAN VIEW, CAN EDIT, or CAN MANAGE
  5. Click Add — the contributor now sees the deck in their "Shared with Me" tab

To share a link directly, click the Copy Link button to copy a shareable URL to your clipboard.

Deck Permission Levels​

LevelSummary
CAN VIEWSee slides, add comments and mentions, export
CAN EDITModify slides, use chat, reorder and duplicate slides
CAN MANAGEFull control including delete and manage sharing

Deck Permission Details​

CAN VIEW​

Best for: Stakeholders who need to review presentations without editing.

What you CAN do:

  • View slides and slide metadata
  • Export presentations (PPTX / Google Slides)
  • Add comments, replies, and @mentions
  • Edit and delete your own comments

What you CANNOT do:

  • Edit slides (directly or via chat)
  • Reorder or duplicate slides
  • Delete slides
  • Manage deck contributors

CAN EDIT​

Best for: Collaborators who actively work on presentations together.

Includes everything in CAN VIEW, plus:

  • Edit slides directly and via chat
  • Reorder and duplicate slides
  • Resolve and unresolve comments

What you CANNOT do:

  • Delete slides
  • Delete other users' comments
  • Manage deck contributors
  • Delete the deck

CAN MANAGE​

Best for: Deck administrators.

Includes everything in CAN EDIT, plus:

  • Delete slides
  • Delete any comment
  • Add, remove, or modify deck contributors
  • Delete the deck

Sharing a Profile​

Profiles are configuration templates (agent config). Sharing a profile lets others use or modify the template itself.

  1. Open the Profiles page
  2. Find the profile you want to share and click the Share button on the profile card
  3. Search for a user or group
  4. Select the permission level: CAN USE, CAN EDIT, or CAN MANAGE
  5. Click Add

Sharing with All Workspace Users​

Profiles can optionally be shared with all workspace users at a chosen permission level. Use the All workspace users dropdown in the sharing settings to set a global permission level.

Individual contributor entries override the global level if they grant higher access.

Profile Permission Levels​

LevelSummary
CAN USESee the profile, load it into sessions, set as personal default
CAN EDITModify agent config, rename, update description
CAN MANAGEFull control including delete and manage sharing

Profile Permission Details​

CAN USE​

Best for: Consumers who need to use a profile without modifying it.

What you CAN do:

  • See the profile in your profile list
  • View profile configuration (Genie spaces, prompts, styles)
  • Load the profile into your own sessions
  • Set the profile as your personal default

What you CANNOT do:

  • Edit profile configuration
  • Rename or update the description
  • Add or remove contributors
  • Delete the profile

CAN EDIT​

Includes everything in CAN USE, plus:

  • Edit agent configuration (Genie spaces, prompts, styles)
  • Rename the profile and update its description

What you CANNOT do:

  • Delete the profile
  • Manage profile contributors

CAN MANAGE​

Includes everything in CAN EDIT, plus:

  • Delete the profile
  • Add, remove, or modify profile contributors
  • Transfer ownership (add another user with CAN MANAGE)

My Sessions vs Shared with Me​

Your session history is divided into two tabs in View All Decks:

TabDescription
My SessionsSessions you created (full control)
Shared with MeDecks that have been shared with you directly

Each shared deck card shows your permission level.

Your own sessions: You always have full control over sessions you created, regardless of any other permissions.

Editing Lock​

When multiple users have edit access to the same deck, only one can edit at a time.

How it works:

  1. The first user to open the session acquires an exclusive editing lock
  2. Other users see a banner: "[User] is editing the slides"
  3. Locked-out users can still view slides, add comments, @mention others, and export
  4. The lock releases automatically when the editor leaves or is idle for 5 minutes
  5. Locked-out users automatically acquire the lock once it becomes available

The deck owner has no priority — whoever arrives first gets the lock.

Comments & @Mentions​

All users (including CAN VIEW and locked-out users) can add comments and @mentions on any slide.

Adding a comment​

Click the comment icon on any slide tile to open the thread panel.

@Mentioning a user​

Type @ in the comment input followed by the user's email. A dropdown appears after 2 characters with matching users.

Notifications​

  • Each slide has a bell icon that shows unread mention count
  • The bell flashes when new mentions arrive (polled every 3 seconds)
  • Notifications are scoped to the current deck and slide — mentions from other decks never appear
  • Clicking the bell marks mentions as seen

Group Permissions​

When you add a Databricks group as a contributor (to either a deck or a profile):

  • All members of that group receive the assigned permission
  • If a user belongs to multiple groups with different permissions, they get the highest level
  • Group memberships are cached for 5 minutes

Example:

  • Group "Sales" has CAN VIEW on a deck
  • Group "Managers" has CAN EDIT on the same deck
  • User John is in both groups
  • John gets CAN EDIT access (the higher permission)

Personal Default Profile​

Each user can set their own default profile independently. This controls which profile is loaded when the app starts.

  1. Open the profile list
  2. Click the menu on the desired profile
  3. Select Set as My Default

The "Default" badge appears next to your chosen profile. Setting a profile as default requires at least CAN USE permission.

Special Rules​

Session Creator​

The user who creates a session automatically gets CAN MANAGE on that deck. This cannot be overridden.

Profile Creator​

The user who creates a profile automatically gets CAN MANAGE on that profile. They cannot be removed as a contributor.

No Cross-Pollination​

Deck and profile permissions are completely independent:

  • Sharing a profile does not grant access to any deck
  • Sharing a deck does not grant access to any profile

Common Scenarios​

Scenario 1: Read-Only Stakeholder​

A manager wants to review a presentation without editing. -> Share the deck with them at CAN VIEW

Scenario 2: Team Collaboration​

Team members need to create and refine a presentation together. -> Share the deck with them at CAN EDIT

Scenario 3: Deck Administrator​

Another admin needs to manage the deck if you are unavailable. -> Share the deck with them at CAN MANAGE

Scenario 4: Template Distribution​

Your team should use the same agent configuration. -> Share the profile with the team group at CAN USE

Scenario 5: Collaborative Profile Maintenance​

Multiple people need to update a shared configuration template. -> Share the profile with them at CAN EDIT

Scenario 6: Company-Wide Template​

Everyone in the workspace should be able to use a profile. -> Set "All workspace users" to CAN USE on the profile

See Also​