What is App Sharing?
App sharing determines who has access to your apps. As an app creator or administrator, you can specify whether apps remain private, are shared with specific people, or are available to the entire organization.
Who can manage sharing:
App creator (always)
Administrators (for all apps)
Set Up App Sharing
Open sharing menu:
Open "All Apps" in the navigation
Click the menu icon (⋮) next to the desired app
Select "App Sharing"
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Choose sharing scope:
🔒 Private
Only you have access
Administrators can also see the app
When to use: Personal apps, tests, confidential content
👥 Specific Users/Groups
Access only for selected people
Precise control over user circle
When to use: Team-specific apps, department tools
🏢 Organization
All users in your organization can use the app
Maximum reach
When to use: General tools, company apps
Add Specific Users
For "Specific Users/Groups":
Click "Add Users or Groups"
Search for people - Enter name or email
Select users - Mark desired people
Set permission:
READ: Use app only
WRITE: Use and edit app
Click "Confirm Selection"
Click "Save" for final confirmation
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Understanding Permissions
READ Permission (Use only):
✅ Open and use app
✅ Ask questions and receive answers
❌ Change app settings
❌ Add/remove documents
❌ Manage sharing
WRITE-Berechtigung (Bearbeiten):
Everything READ can do
✅ Change app description
✅ Add/remove documents
✅ Adjust app settings
❌ Change sharing (only app creator/admin)
❌ Delete app (only app creator/admin)
Practical Use Cases
Department App (HR Tools):
Sharing: Specific Users/Groups
Users: HR team with WRITE, managers with READ
Advantage: Control over sensitive data
Customer Service App:
Sharing: Organization
Permission: All READ, support team WRITE
Advantage: Wide usage, central maintenance
Test App:
Sharing: Private
Users: Only you
Advantage: Safe experimentation
Group Permissions
Advantages of groups:
Easier management with many users
Automatic permission for new group members
Consistent rights assignment
Example: Group "Marketing Team" with READ rights → all marketing employees automatically receive access
Frequently Asked Questions
Can I change sharing later?
Yes, you can add/remove users or adjust permissions at any time.
What happens if I change an app from "Private" to "Organization"?
All users in your organization immediately receive access to the app.
Can WRITE users delete the app?
No, only the app creator and administrators can delete apps.
Do others see my private apps?
No, private apps are only visible to you and administrators.
Can I time-limit sharing?
Not currently - sharing remains active until you change it.
Best Practices
Security:
✅ Grant minimal permissions (READ instead of WRITE when possible)
✅ Regularly review who has access
✅ Keep sensitive apps private or share very restrictively
Efficiency:
✅ Use groups instead of individual users
✅ Clear naming for apps
✅ Document what each app is intended for
⚠️ Important Notes:
Users with WRITE rights can change app content but cannot manage sharing
Permissions can be inherited through groups
Administrators always have full access to all apps
Tip: Start with restrictive sharing and expand as needed - it's easier to grant access than to revoke it.
Questions about app sharing or permissions? → Contact Support
