User Management & Enabling Collaboration
While the User Management settings provide administrators the tools to control who is part of the workspace, its primary purpose is to enable secure collaboration on your core ML Clever assets.
This page explains the common workflow for sharing Datasets (), Models (), and Dashboards () with users who have been added to the workspace. We'll also cover the necessary administrative tasks for managing workspace membership itself.
Sharing Assets with Collaborators
Once users are part of your workspace (see Managing Workspace Membership below), you can grant them specific View or Edit permissions on individual assets using the Sharing Settings modal available on each asset.
Access Sharing Settings on the Asset
Navigate to the specific Dataset, Model, or Dashboard you want to share. Locate and click the "Share" button (). This button is typically found on the asset's detail page or toolbar.
The Sharing Settings modal opens.
Add User and Select Permission
In the modal's section for sharing with specific users:
- Enter the User ID or Email Address of the workspace member you want to share with.
- Select the desired permission level (Can view or Can edit ) from the dropdown. See Permissions Explained below.
- Click the Add button ().
Manage Existing Collaborators
The modal displays a list of users currently sharing this asset. You can remove a user's access to this specific asset by clicking the Remove button ( ) next to their name in this list.
Currently Shared With:
Detailed Sharing Instructions
While the process is similar, there might be nuances or additional options (like public links for dashboards) for each asset type. For detailed guides, refer to:
Permissions Explained (View vs. Edit)
When sharing a specific asset, you assign one of two permission levels:
Can view
Allows the user to see the asset and its contents/details but not make changes. They can view data, model parameters, or dashboard visualizations.
Can edit
Allows the user to modify the asset. This might include editing data, retraining models, changing dashboard layouts, or managing the asset's sharing settings (except removing the owner). Users with only a 'Viewer' workspace role might still be restricted even with 'Can edit' asset permission.
Managing Workspace Membership (Admin)
Administrators perform the following tasks within the Settings > User Management section to control overall workspace access, which is a prerequisite for asset sharing:
Invite Users
Use the "Invite User" feature to add new members by email (). Assign an initial workspace role (Admin, Member, Viewer) which sets their baseline permissions.
Manage Workspace Roles
Review the user list and change a user's overall workspace role (Admin, Member, Viewer) using the dropdown or edit options. This affects their default capabilities across the workspace.
Remove Users from Workspace
Use the "Remove" option ( ) in the user list to permanently revoke a user's access to the entire workspace and all its contents. This is different from removing access to a single shared asset.
Admin Tasks vs. Asset Sharing
Remember: Admins manage workspace membership here. Individual users (typically Members/Editors) manage sharing permissions on the assets they create or have edit access to.
Best Practices for Collaboration
Least Privilege for Assets
Grant 'Can view' asset permission unless 'Can edit' is truly required for collaboration.
Review Asset Sharing Regularly
Periodically check who has access to important datasets, models, and dashboards via their sharing settings.
Clear Communication
Communicate with collaborators when sharing assets, especially with edit permissions.
Prompt Workspace Offboarding
Admins should remove users from the workspace promptly when they leave (as covered in workspace management).
Troubleshooting Sharing Issues
| Problem | Possible Solutions |
|---|---|
| User Cannot Access Shared Asset | • Verify Identifier & Sharing List on the asset. • Check if user is Active in Workspace Settings. • Ask user to Refresh/Relogin. • Check underlying component access (for dashboards). |
| Cannot Add User to Asset Share | • Check Identifier Format. • Ensure user exists & is Active in the workspace. • Verify you have 'Edit' permission on the asset itself. |
| Invited User Not Appearing in Share Modal | • Has the user accepted the workspace invitation? Check their status in Admin User Management (must be 'Active'). • Allow some time for system sync after invite acceptance. |