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How to share a dataset with groups

Give workspace groups View or Edit access to a dataset in Internal Access. Group members also need an Editor account role or higher to edit.

Granting a group View or Edit on Internal Access lets its members open or modify the dataset after signing in — Edit covers feature edits on maps, dataset updates from a file, sync settings, and dataset properties under one switch, not separate ones. Members also need an account role of Editor or higher to actually edit (a Viewer with group Edit still only sees it), and turning on Public Access forces every group’s View switch on regardless of what you set.

Before you start

  • You need permission to manage access for the dataset. The dataset creator and the account owner always qualify; otherwise you need an Admin account role and Edit access through a group.
  • The groups you want to use should already exist. If no groups exist, Internal Access shows Create a Group. See How to create an access group.
  • Group access is for signed-in users in your workspace. It does not create a public link.
  • For a group’s members to actually edit, their individual account role must be Editor or higher. Granting Edit does not raise their account role.

Open Internal Access

Open the dataset. In the sidebar, under Dataset, select Configuration, then select Access in the page’s section list.

Internal Access lists every group in your workspace, each with a View and an Edit switch.

Access section of a private dataset. Internal Access lists Engineers, Team, and Editors, each with View and Edit switches off, and Manage Groups at the top right

Changes save automatically when you toggle a switch.

Give a group view access

In Internal Access, turn on View for the group.

Members of that group can open and read the dataset after signing in. They cannot make changes.

If Edit is already on for the group, View is already included and the switch is forced on.

Give a group edit access

In Internal Access, turn on Edit for the group.

Edit includes view access. The group’s View switch is automatically forced on while Edit is on.

Access section of the Access Demo — Shared with Groups dataset: Public access off; in Internal Access, Engineers has View and Edit off, Team has View on, and Editors has Edit on with View on and greyed out

The switch grants Edit to the group, but it only takes effect for members whose account role allows editing: Editor, Admin, or Owner. A member with the Viewer role still only views the dataset. To let that person edit, change their role first. See How to update a user.

Members with an editing role can then:

  • Edit feature attributes and geometry on maps that use the dataset as a layer (see Editing features).
  • Update the dataset from a new file in Configuration > Update from file. See How to update a dataset from a file.
  • Change sync settings in Configuration > Sync.
  • Change dataset properties in Configuration > Data details.

Remove group access

In Internal Access, turn off View and Edit for the group.

If Edit is on, turn it off first. Edit includes view access, so View stays effectively enabled while Edit is enabled.

If Public access is on for the dataset, every group’s View switch is forced on regardless of what you set. To take view access away from a specific group, also turn off Public access.

If you need to create or manage groups

Click Create a Group when no groups exist in the empty state. The button opens the Create group form.

Click Manage Groups to open the Access Groups tab on the Users page. Group create, edit, and delete are documented in Team management.

Troubleshooting

The toggles are greyed out. You do not have permission to manage access for this dataset. See Dataset access settings are disabled.

A teammate has Edit on the group but cannot edit the dataset. Their account role is probably Viewer, or they may not be in the group you think they are. See A teammate can’t edit a dataset I shared with their group.

A group can view even though View is off. Check whether Edit is on, because Edit includes view access. Also check whether Public access is on for the dataset - public access forces every group’s View switch on.