# App sharing access levels and Experience Cloud sites

*CRM Analytics and Einstein Discovery Consultant Study Guide · Security · Last updated November 3, 2026 · https://www.certifyforce.com/study-guide/crm-analytics-and-einstein-discovery-consultant/security/app-sharing-access-levels-and-experience-cloud-sites*

What Viewer, Editor and Manager access allow, how the Shared App and My Private App behave, why assets split across apps need access to both, what asset visibility and app deletion really do, and how to share an app with an Experience Cloud site.

- Certification: Salesforce CRM Analytics and Einstein Discovery Consultant
- Exam section: Security
- Study guide: https://www.certifyforce.com/study-guide/crm-analytics-and-einstein-discovery-consultant

**Official exam objective:**

> Implement app sharing based on user and group requirements.

## What the exam expects

- Choose Viewer, Editor or Manager access for a user, public group or role from what they must do with the app.
- Explain the default Shared App and My Private App, and where to put sensitive or personal work.
- Fix a dashboard that users can't view because its dataset lives in another app.
- Use asset visibility for drafts, and plan app deletion and manager deactivation without losing assets.
- Share an app with an Experience Cloud site: the Share dialog setting, Viewer-only members, embedding, and where the datasets must live.

Key terms: **app** (a folder of datasets, lenses and dashboards whose sharing controls access to them); **Viewer / Editor / Manager** (the three app access levels); **Shared App** (default app every user can view); **My Private App** (each user's personal app); **asset visibility** (hides selected assets from Viewers).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Shared App default | Every user starts with Viewer; admins can change it | [App-Level Sharing](https://help.salesforce.com/s/articleView?id=analytics.bi_app_sharing.htm&type=5&language=en_US) |
| My Private App | Contents hidden from admins; its dashboards and lenses can be shared | [App-Level Sharing](https://help.salesforce.com/s/articleView?id=analytics.bi_app_sharing.htm&type=5&language=en_US) |
| Share an app | Use CRM Analytics and Manager access; user, group or role | [Share an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_share.htm&type=5&language=en_US) |
| Sharing limit | 1,000 users, roles and public groups combined | [CRM Analytics Limitations](https://help.salesforce.com/s/articleView?id=analytics.bi_limitations.htm&language=en_US&type=5) |
| App name | 40 characters maximum | [Create an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_create.htm&type=5&language=en_US) |
| Dashboard and dataset in different apps | User needs access to both apps | [App-Level Sharing](https://help.salesforce.com/s/articleView?id=analytics.bi_app_sharing.htm&type=5&language=en_US) |
| Asset visibility | Editors and Managers set it; not a security control | [Asset Visibility](https://help.salesforce.com/s/articleView?id=analytics.bi_help_asset_visibility.htm&type=5&language=en_US) |
| Delete an app | Manager only; removes its lenses, dashboards and datasets for good | [Delete an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_delete.htm&type=5&language=en_US) |
| Deactivated Manager | Loses share and delete access; assign another Manager first | [Share an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_share.htm&type=5&language=en_US) |
| Site members | Viewer only; can't create, update or delete assets | [Share in Experience Cloud Sites](https://help.salesforce.com/s/articleView?id=analytics.bi_app_communities.htm&language=en_US&type=5) |
| Site dashboards' datasets | Must be in the app shared with the site | [Share in Experience Cloud Sites](https://help.salesforce.com/s/articleView?id=analytics.bi_app_communities.htm&language=en_US&type=5) |

## Check yourself

- How many users, roles and public groups combined can one app be shared with?
- Why isn't the Delete dialog's list of affected assets a complete dependency check?
- When can a Viewer still open a hidden dashboard?
- Which REST API method can site users call on assets shared with their site?
- What is the longest name a new app can have?

## Sources

- [App-Level Sharing](https://help.salesforce.com/s/articleView?id=analytics.bi_app_sharing.htm&type=5&language=en_US)
- [Share an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_share.htm&type=5&language=en_US)
- [Create and Share CRM Analytics Apps](https://help.salesforce.com/s/articleView?id=analytics.bi_app.htm&type=5&language=en_US)
- [Control Who Sees What in an App with Asset Visibility](https://help.salesforce.com/s/articleView?id=analytics.bi_help_asset_visibility.htm&type=5&language=en_US)
- [Delete an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_delete.htm&type=5&language=en_US)
- [Create an App](https://help.salesforce.com/s/articleView?id=analytics.bi_app_create.htm&type=5&language=en_US)
- [Share CRM Analytics in Experience Cloud Sites](https://help.salesforce.com/s/articleView?id=analytics.bi_app_communities.htm&language=en_US&type=5)
- [Enable CRM Analytics for Experience Cloud Sites](https://help.salesforce.com/s/articleView?id=analytics.bi_setup_communities_enable.htm&language=en_US&type=5)
- [Optimize CRM Analytics App Access (Trailhead)](https://trailhead.salesforce.com/content/learn/modules/wave_apps_basics/wave_apps_setting_up_wave_app_licenses_and_permissions)
- [CRM Analytics Limitations](https://help.salesforce.com/s/articleView?id=analytics.bi_limitations.htm&language=en_US&type=5)
- [Edit a Dataset](https://help.salesforce.com/s/articleView?id=analytics.bi_dataset_edit.htm&type=5&language=en_US)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 16 linked practice questions, and unlimited timed mock exams are included with the CRM Analytics and Einstein Discovery Consultant pack (USD $19): https://www.certifyforce.com/practice-exams