Access in Definite is determined by three layers, evaluated together:Documentation Index
Fetch the complete documentation index at: https://docs.definite.app/llms.txt
Use this file to discover all available pages before exploring further.
- Team role (Admin or Analyst): set on the team member directly.
- Project membership: who has been added to a project, plus an optional “Everyone on team” toggle.
- Doc sharing: per-Doc grants (View, Edit, Admin) and the public link toggle.
Sharing a Doc
Open a Doc, click the ⋯ menu in the top toolbar, and choose Share. You can:- Add specific teammates by email, with a permission of
View,Edit, orAdmin. - Generate a public link by enabling the public toggle. Anyone with the link can view the Doc; no Definite account required. Use with care for sensitive data.
- Remove access at any time. Changes apply immediately.
| Level | Can do |
|---|---|
| View | See the Doc and its data; cannot edit tiles, queries, or layout |
| Edit | Everything in View, plus edit tiles, queries, layout, filters |
| Admin | Everything in Edit, plus manage who else has access to the Doc |
Sharing a project
Projects are folders for related Docs and Fi threads. Sharing a project cascades access to every Doc inside it, so you can grant a group access to a set of dashboards in one action instead of sharing each Doc individually. Open a project, click Share in the header, and choose one of two modes:- Share with specific teammates: pick people from your team and set their permission (
Can vieworCan edit). They get access to the project and every Doc in it. - Everyone on team: a single toggle that grants the whole team
View(orEdit) access to the project and its Docs.
Project sharing only grants access to Docs inside the project. It does not grant any new permissions on the underlying data sources or models. A teammate who can view a Doc cannot necessarily query the same tables in a fresh Doc.
Admin override
Team members with the Admin role can see every Doc in the workspace, including private Docs and Docs in projects they are not a member of. This is intentional. Admins are the team’s owners and need to be able to audit, recover, and manage all content. If you need a teammate to be restricted from private Docs, demote them to Analyst. See Roles for how. The same applies to Definite staff with admin access to your team for support purposes; we never view team data without your request.Permission matrix
How visibility resolves for a single Doc, depending on the viewer’s role and how the Doc is shared:| Viewer is… | Doc shared directly with them | In a project shared with them | Project has “Everyone on team” | Doc has public link | None of the above |
|---|---|---|---|---|---|
| Admin on the team | ✓ | ✓ | ✓ | ✓ | ✓ (admin override) |
| Analyst on the team | ✓ | ✓ | ✓ | ✓ | ✗ |
| Not on the team, has public link | ✗ | ✗ | ✗ | ✓ (read-only) | ✗ |
| Not on the team, no link | ✗ | ✗ | ✗ | ✗ | ✗ |
Embedded users
For dashboards embedded in your own application via Embed, Definite issues a signed token that scopes the viewer to a single Doc (or data app) with optional row-level filters. Embedded viewers do not appear in your team and cannot see anything outside the embedded artifact.Next steps
Roles
Admin vs. Analyst, and how to change a teammate’s role
Embed dashboards
Embed Docs and data apps in your own app with signed tokens