AppSheet allows you to share your apps with users in different ways instead of providing an app store. When you are ready to share your app, you need to decide whether to share it with anyone (public) or a restricted audience.

User audience

Description

Anyone (Public)

Share your app with anyone by enabling public access to your app.

Note: Not recommended for apps that are used internally by your organization or that access sensitive data.

Restricted audience

Share your apps with a restricted audience to control who can use the app and optionally view or edit the app definition in the app editor.

Specifically, you can share your app with:

After sharing an app, you might want to notify users by sending them a link.

Sharing your app with anyone (public access)

Note: Public access is not recommended for apps intended to be accessed internally by your organization or for any apps that access sensitive data

Share your app with anyone by making it public if and only if the following statements are true:

  • Access to your app does not need to be secure for any reason and your app does not access sensitive data

  • You are not concerned about the number of active users accessing your app

To share your app with anyone (public access):

  1. Open your app in the app editor.

  2. Select Security > Require Sign-In.

  3. Disable Require user signin?

  4. Respond to the following prompts to confirm you understand the security implications of making an app public.
    Note: If you do not respond to the prompts, your app will not be made public.

    • Yes, the data in the app is public - You acknowledge that security and access control is not required for all the data in this app.

    • Yes, I am authorized to set up an insecure app - You acknowledge on behalf of your organization that you knowingly take on the risks of running an insecure app.

  5. Click Save.

After sharing an app with anyone, you might want to notify users by sending them a link.

Sharing your apps with a restricted audience

Note: To control access to apps by a restricted audience, you must require user sign-in, which is enabled by default.

When you notify users about your app, you have no control over how the notification is forwarded. Links to your app could be shared on a popular Twitter feed – which could be viewed as good or bad! Your app may reach a much broader audience than you had intended. In addition, you may want to be able to revoke access to an app if an employee leaves the company, for example.

Share your apps with a restricted audience to control who can use the app and optionally view or edit the app definition in the app editor. After an app is shared with users, they can access it from the Shared with me section of the Apps Gallery, as described in Accessing your apps.

For example, use the Share dialog to share your app with individual users or domains.

Share your apps with a restricted audience as described in the following sections:

You can also share apps with existing domain groups, as described in Domain Integration: The Essentials.

Sharing your app with individual users

Note: The changes to the Share dialog experience described in this topic are being rolled out gradually.

To share your app with individual users:

  1. Open your app in the app editor.

  2. Ensure that you have configured your app to require user sign-in. See Require Sign-in: The Essentials.

  3. Click the Share icon in the title bar.

    The Share app dialog displays.

  4. Enter the email address of the user with whom you want to share your app, such as, ahamilton@example.com and press Enter. Repeat to share with additional users.

  5. Select one of the following app permissions:
    Note: See also Understanding app collaboration and data security.

    • Use app - Users can use the app, but can't view or edit the app in the app editor.

    • View definition - Users can view the app in the app editor, but can't edit the app.

    • Edit definition - Users can edit the app in the app editor.
      Note: Only one user should edit an app at a time. If two users attempt to edit an app at the same time, conflicts may occur when the app is saved.

  6. Optionally, you can send an email notification to users to invite them to install and access your app. To send a notification, select Notify users and modify the notification message, as required. Or you can notify users later.

  7. Confirm that you are not a robot at the reCAPTCHA verification prompt.

  8. Click Send.
    Or Share if you disabled Notify users.

  9. Optionally, click and change the authorization provider used for user sign-in.

  10. Click Done.

Sharing your app with all users in a domain

Note: The changes to the Share dialog experience described in this topic are being rolled out gradually.

Sharing your app with all users in a domain enables them to use the app. To permit users in a domain to view or edit the app definition, you must add them as individual users and set the permissions accordingly.

Note: As a security precaution, AppSheet prevents you from sharing your app to a widely used domain name, such as gmail.com.

To share an app with all users in a domain:

  1. Open your app in the app editor.

  2. Ensure that you have configured your app to require user sign-in. See Require Sign-in: The Essentials.

  3. Click the Share icon in the title bar.

    The Share app dialog displays.

  4. Enter the name of the domain to which you want to share your app, such as example.com, and press Enter.

  5. Repeat to share with additional domains.

  6. Confirm that you are not a robot at the reCAPTCHA verification prompt.

  7. Click Share.

  8. Optionally, click and change the authorization provider used for user sign-in.

  9. Click Copy sharing links to copy app links to send directly to users.

  10. Click Done.

Sharing your app with all signed-in users

Note: Enable this option when you do not need to restrict access to a specific list of users but still want to access user-specific information like email, or use personalization features like security filters or private tables.

To share your app with all signed-in users:

  1. Open your app in the app editor.

  2. Select Security > Require Sign-In.

  3. Enable Require user signin.

  4. Enable Allow all signed-in users.

  5. Respond to the following prompts to confirm you understand the security implications of making an app available to all signed-in users.
    Note: If you do not respond to the prompts, your app will not be made available to all signed-in users.

    • Yes, this is a public app - You acknowledge that security and access control is not required for all the data in this app or that you will maintain correctly configured security filters for all the data in this app.

    • Yes, I am authorized to set up a public app - You acknowledge on behalf of your organization that you knowingly take on the risks of data exposure for any data that you have not placed behind a correctly configured security filter.

  6. Click Save.

To remove shared access by all signed-in users, disable the Allow all signed-in users.

After sharing an app with all signed-in users, you might want to notify users by sending them a link.

Sending a reminder notification to individual users

To send a reminder notification to individual users if they have not accessed your app:

  1. Open your app in the app editor.

  2. Select Users > Users to display the Users page.

  3. View the individual users to which the app has been shared in the Users section.

    If a user has not accessed the app, you'll see no response by their name.

  4. Click Reminder to send a reminder invitation to the user.

Modifying or removing shared access to your app

Note: The changes to the Share dialog experience described in this topic are being rolled out gradually.

After sharing an app, to modify or remove shared access:

  1. Open your app in the app editor.

  2. Click the Share icon in the title bar.

    The Share app dialog displays.

  3. Perform one of the following tasks:

    • Modify app permissions for individual users.

    • Remove shared access by an individual user or domain by selecting Remove from the app permissions drop-down.

  4. Click Done.

Managing roles and app versions for individual users

After sharing your app, to manage roles and app versions for individual users:

  1. Open your app in the app editor.

  2. Select Users > Users to display the Users page.

  3. View the individual users to which the app has been shared in the Users section.

Perform one or more of the following tasks to manage individual user access:

  • Change the user role to User or Admin. For information about leveraging the user role in your app, see USERROLE(). The role defaults to User.

  • Change the app version available to the user to Default, Latest, or Stable. For information about app versions, see Maintaining a stable app version.

Understanding app collaboration and data security

Apps shared with view or edit permissions are displayed in the Co-Authored Apps section of My Apps. Only one user should edit an app at a time. If two users attempt to edit an app at the same time, conflicts may occur when the app is saved.

A co-author can only add a new table to the app from a team-shared data source. A co-author cannot add a new table to the app from either the app author's cloud file system or the co-author's cloud file system. The following table provides more details.

Source

Description

Team-shared data source

AppSheet allows a co-author only add a new table to the app from a team-shared data source.

For fully collaborative environments, AppSheet provides Team Collaboration capabilities including the ability to define team-shared data sources. If the app owner is part of a team with Team Collaboration capabilities, then every co-author can access and utilize data sources that are marked as team-shared.

App author's cloud file system

AppSheet does not allow a co-author to add a table from the original app creator's cloud file system for security reasons. The app creator might intend to allow the co-author permission to help with one app, but might inadvertently expose the app creator's entire cloud file system.

Co-author's cloud file system

AppSheet does not allow a co-author to add a table from the co-author's cloud file system. An app typically runs as the app creator. This means that the data sources and access tokens of the app creator are used during app execution. Allowing a co-author to add tables from their own cloud file system could lead to the situation where no single author could view and change all of the apps' data. That might also mean that no single author could investigate or fix problems with an app.

Notifying users about your app

After sharing your app, you may want to notify users by sending them a link. For example, you might:

  • Include a link in an email campaign

  • Publish the link to a web site

  • Post the link to your Twitter account

  • Send the link in an SMS message

You can also enable users to share a link to your app.

Sending users a link to your app

To send users a link to your app:

  1. Open your app in the app editor.

  2. Click the Share icon in the title bar.

    The Share app dialog displays.

  3. Click Copy sharing links.

  4. Copy the links to access your app in the editor, browser, or mobile device.

  5. Send the link to users using your preferred method.

Also, when sharing your app with individual users, you have the option to notify them by email and send them a reminder notification if there is no response.

Enabling users to share a link to your app

By default, users can share a link to your app with other users by selecting Share in the app menu. Details about how to install the app are populated in an email that you can customize and send to one or more users.

Note: If the current view is a Detail view, the view details are shared instead of installation information.

If your app is configured to require user sign-in or you want to limit app sharing, you can disable this feature.

To disable the ability for users to share your app:

  1. Open the app in the app editor.

  2. Select UX > Options.

  3. Enable the Disable share button.

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