Share and promote

Who can do this

Any member with the User role can request a promotion for a feature they own. An organization target needs an Admin to approve. Demotions from organization scope back to private always need an Admin, and can only be requested by an Admin.

Every feature has a scope — Private or Organization — that controls who can see it. Sharing a feature means requesting a scope change, called a handover: the change is staged until an admin approves it, and the current scope stays in effect until then. See Scopes and sharing for the model.

Request a promotion

1. Open the feature and click Share at the top of the feature page. (Or open Settings → Privacy and click Request promotion.)
2. Confirm the target in the Share feature modal:
   • Organization — “Available to every access group via current data-access rules. Approved by an admin.”
3. Wait for the dependency preview. “No dependency conflicts — this scope change is safe to request.” means you’re clear; amber warnings list reasons an approving admin might reject.
4. Click Request scope change.

Promote the feature to Organization; the request is staged until an admin approves.

If you’re eligible to approve it yourself, the button reads a direct verb instead — Promote to organization — and applies immediately. The guided Hand over dialog offers the same request in numbered steps (what changes for you, where it should go, who must accept) plus a Note for the approver (optional) field.

While it’s pending

• The feature shows an amber Share pending pill; Settings shows the pending target next to a Withdraw button.
• Track it under Account → Requests (“Feature promotions”, with an “awaiting review” chip).
• You can withdraw the request any time until an admin accepts it.

Who approves — and where

Approvers find the request in the Inbox at the top of the Shared features page (/features), as a HANDOVER row. Clicking Review opens the scope-change review: the current → requested transition, a “What approving means” summary, a dependency re-check, and an optional reason for the audit log — then Approve or Reject. See Propose and review changes for the reviewer’s side in full, and the scopes reference for the who-approves-what table.

Caution

Approving is a real access change. Promoting to Organization makes the feature reachable across the organization (every access group that shares all features, plus any you attach it to); demoting back to Private removes access from everyone but the creator immediately. Demotion (Request demotion, or Hand back to creator from the feature lists) can only be requested by an Admin and goes through the same staged approval, approved by an Admin only.

Sharing one resource instead of a whole feature

Promotion shares the entire bundle — when you share a data app from its page (Share…), the dialog warns “N other resources will share this scope.” If only one item should be shared, move that resource into an already-shared feature instead.