Datasheet access controls determine who can view or edit Datasheets in Avvoka. By managing access through Groups, admins can grant consistent permissions to multiple users at once, making it easier to manage access across teams, departments, and templates.
This approach is particularly useful in larger organisations or where the same Datasheet is used across multiple templates.
Default Datasheet access
By default, Datasheet access and visibility are determined by a user’s role:
Users with Onboard rights have Edit access to Datasheets at their Profile or Organisation level. Datasheets are accessed from the Templates tab, under Data in the left-hand sidebar.
Users with New Document rights have View access to Datasheets. Datasheets are accessed from the Create tab, under Data in the left-hand sidebar.
These defaults apply unless access is extended or restricted through Groups.
Managing Datasheet access using Groups
Admins can assign Datasheet permissions to Groups, allowing access to be granted or updated dynamically as users are added to or removed from those Groups.
Datasheet access rights
The following rights can be assigned to Groups for a Datasheet:
View
Users can view the Datasheet and see its values when completing questionnaires, but cannot make any changes.Edit
Users can view and modify the Datasheet, including adding or updating records directly within the Datasheet interface and via the document questionnaire (where enabled).
Assigning Group access to a Datasheet
To assign Group access to a Datasheet:
Navigate to the Datasheet
Open the Who has access section
Add the relevant Group
Select the appropriate access level (View or Edit)
Once assigned, all users in the Group will inherit the selected Datasheet permissions automatically.
Best practice
Use Groups rather than individual user assignments wherever possible
Review Datasheet access regularly, especially for sensitive or shared data
Align Datasheet permissions with how the Datasheet is used across templates and questionnaires
Datasheets use the same Group-based access model as other Avvoka resources. See the Groups article for a full overview of Group management.