Share and promote

Who can do this

Any member with the User role can request a promotion for a feature they own. A workspace target is approved by a workspace admin of that workspace (or a Data Admin) when promoting from private; an organization target needs a Data Admin. Demotions from organization scope — to a workspace or to private — always need a Data Admin, and can only be requested by a Data Admin.

Every feature has a scope — Private, Workspace, 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. Pick the target tier in the Share feature modal:
   • Workspace — “Members of one workspace can access. Approved by a workspace admin.”
   • Organization — “Available to every workspace via current data-access rules. Approved by a data 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.

Pick where the feature should live; 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 or Promote to workspace — and applies immediately. The guided Hand over dialog offers the same request in three 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 visible to every workspace; demoting removes access from everyone outside the new scope immediately. Demotion (Request demotion, or Hand back to creator from the feature lists) can only be requested by a Data Admin and goes through the same staged approval — a demotion from organization scope is also approved by a Data 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.