# Sharing workspaces and assets with roles and groups

*Tableau Next Consultant Study Guide · Managing Workspaces & Orgs · Last updated November 13, 2026 · https://www.certifyforce.com/study-guide/tableau-next-consultant/managing-workspaces-and-orgs/sharing-workspaces-and-assets-with-roles-and-groups*

How Tableau Next assets are shared: viewer, editor and owner roles, users and analytics groups, general access and how it combines with individual roles, removing access and copying links, and why sharing never grants data access or overrides permission sets.

- Certification: Salesforce Tableau Next Consultant
- Exam section: Managing Workspaces & Orgs
- Study guide: https://www.certifyforce.com/study-guide/tableau-next-consultant

**Official exam objective:**

> Explain how to manage and share Tableau Next assets.

## What the exam expects

- Choose the role (viewer, editor, owner) and the target (user, analytics group, or everyone through general access) for a sharing requirement.
- Predict effective access when an individual role and general access differ.
- Remove a user's access, restrict an asset again, and copy the right kind of link.
- Explain why a shared user still can't see data or edit, including extended semantic models.
- Name who can share an asset they don't own.

Key terms:
- **Asset:** a Tableau Next workspace, dashboard, visualization or semantic model.
- **General access:** the default access to an asset for all users in the org; Restricted when the asset is created.
- **Analytics group:** a named set of users, created in Setup, that assets can be shared with.
- **Owner role:** the role that can share and delete an asset.
- **Extended semantic model:** a semantic model built on top of an existing base model.

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Share permission | Platform Analyst set plus Data Cloud Data Aware Specialist | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| Who is an owner | The creator and users who reuse the asset | [Manage Access](https://help.salesforce.com/s/articleView?id=analytics.tua_share_access.htm&type=5&language=en_US) |
| Group roles | Viewer or Editor only | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| New asset | General access Restricted | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| General access Editor | Workspaces only | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| Individual vs general | Higher level of access takes precedence | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| Analytics groups | Setup, Analytics Groups; Manage Users or an Admin set | [Create an Analytics Group](https://help.salesforce.com/s/articleView?id=analytics.tua_admin_analytics_groups.htm&type=5&language=en_US) |
| Default View link | No filters, selections or other modifications | [Copy a Link](https://help.salesforce.com/s/articleView?id=analytics.tua_share_copy_link.htm&type=5&language=en_US) |
| Extended model | Viewer needs access to the base model | [Manage Access](https://help.salesforce.com/s/articleView?id=analytics.tua_share_access.htm&type=5&language=en_US) |
| Non-owner sharing a model | Modify All Records on the semantic model object | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US) |
| Sharing vs permissions | Sharing doesn't override permission sets or Data 360 policies | [Share Assets](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US), [Data Governance and Sharing](https://help.salesforce.com/s/articleView?id=analytics.tua_governance.htm&type=5&language=en_US) |

## Check yourself

- When does sharing a workspace fail to pass access to one of the assets inside it?
- What can a viewer do with an asset besides looking at it?
- Which permission sets does copying a link to a dashboard require?
- Why might a user see a number instead of links in a dashboard's list of embedding pages?

## Sources

- [Share Assets in Tableau Next](https://help.salesforce.com/s/articleView?id=analytics.tua_share_assets.htm&type=5&language=en_US)
- [Manage Access to Assets in Tableau Next](https://help.salesforce.com/s/articleView?id=analytics.tua_share_access.htm&type=5&language=en_US)
- [Remove Access for Assets in Tableau Next](https://help.salesforce.com/s/articleView?id=analytics.tua_share_remove_access.htm&type=5&language=en_US)
- [Copy a Link to a Visualization or Dashboard in Tableau Next](https://help.salesforce.com/s/articleView?id=analytics.tua_share_copy_link.htm&type=5&language=en_US)
- [Create an Analytics Group](https://help.salesforce.com/s/articleView?id=analytics.tua_admin_analytics_groups.htm&type=5&language=en_US)
- [Data Governance and Sharing in Tableau Next](https://help.salesforce.com/s/articleView?id=analytics.tua_governance.htm&type=5&language=en_US)
- [New Features for Tableau Next Workspaces](https://help.salesforce.com/s/articleView?id=release-notes.rn_tua_workspaces.htm&type=5&language=en_US)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 9 linked practice questions, and unlimited timed mock exams are included with the Tableau Next Consultant pack (USD $19): https://www.certifyforce.com/practice-exams