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docs: organize content (cube-js#10641)
* docs(mintlify): add Folders page to Organize content section Made-with: Cursor * docs(mintlify): add Share content page to Organize content section Made-with: Cursor * docs(mintlify): consolidate permission inheritance in Share content page Move permission inheritance and folder visibility details to the sharing page as the single source of truth. Folders page now references it. Also add screenshot placeholders to the folders page. Made-with: Cursor
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‎docs-mintlify/docs.json‎

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"docs/explore-analyze/notifications"
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]
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},
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{
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"group": "Organize content",
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"pages": [
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"docs/organize-content/folders",
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"docs/organize-content/sharing"
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]
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},
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{
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"group": "Data Modeling",
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"pages": [

‎docs-mintlify/docs/organize-content/folders.mdx‎

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---
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title: Folders
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description: Organize workbooks, dashboards, and explorations into a hierarchical folder structure for easy navigation and access control.
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---
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As your team creates workbooks, dashboards, and explorations, folders help you
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keep content organized and easy to find. Folders provide a hierarchical
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structure that mirrors how your team thinks about its data — by team,
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project, domain, or any other grouping that makes sense.
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## Creating folders
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To create a folder:
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1. Navigate to the **Workspace** page.
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2. Click **New folder**.
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3. Enter a name for the folder (up to 255 characters).
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4. Click **Create**.
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You can also create folders inside existing folders to build a nested
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hierarchy. Open the parent folder first, then follow the same steps.
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{/* Screenshot: Workspace page with the "New folder" button visible in the
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toolbar and the folder name dialog open, showing the name input field and
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Create button. */}
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<Info>
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Folder names must be unique within the same parent folder.
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</Info>
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## Nesting folders
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Folders support up to **10 levels** of nesting, allowing you to build
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detailed hierarchies. For example:
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```text
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Workspace (root)
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└── Marketing
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└── Campaigns
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└── Q1 2025
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└── Email Performance
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```
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Each level provides further categorization while keeping content accessible
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through the folder tree.
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## What can go in a folder
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Folders can contain the following content types:
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- **Workbooks** — multi-tab analyses built with the semantic layer or
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source SQL
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- **Dashboards** — published views of workbook reports
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- **Explorations** — saved explorations from Analytics Chat or the Explore
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page
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Content that is not placed in a folder appears at the root level of your
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workspace.
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{/* Screenshot: Workspace page showing a folder containing a mix of content
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types — at least one workbook, one dashboard, and one exploration visible
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in the list. */}
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## Moving content into folders
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To move a workbook, dashboard, or exploration into a folder, open the
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item's action menu and select **Move**. Choose the target folder from the
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folder picker and confirm. You can also move items to the root level by
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selecting the workspace root as the destination.
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{/* Screenshot: The folder picker dialog that appears after clicking "Move" on
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a workbook, showing the folder tree with nested folders to choose from and
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a confirm button. */}
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## Renaming folders
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To rename a folder:
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1. Open the folder's action menu.
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2. Select **Rename**.
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3. Enter the new name.
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4. Click **Save**.
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{/* Screenshot: A folder's action menu (three-dot / context menu) open, showing
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options including Rename, Move, Share, and Delete. */}
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<Info>
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The new name must be unique within the same parent folder.
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</Info>
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## Moving folders
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You can rearrange your folder hierarchy by moving folders to a different
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parent:
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1. Open the folder's action menu.
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2. Select **Move**.
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3. Choose the new parent folder (or the workspace root).
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4. Confirm the move.
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<Warning>
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A folder cannot be moved into one of its own subfolders.
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</Warning>
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## Deleting folders
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To delete a folder:
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1. Open the folder's action menu.
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2. Select **Delete**.
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<Warning>
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A folder can only be deleted if it contains no subfolders. Move or delete
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any subfolders first.
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</Warning>
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## Folder permissions
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Folder access is controlled through three permission levels:
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| Level | Allows |
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| --- | --- |
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| **Can view** | View the folder and its contents |
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| **Can edit** | Rename the folder, move content into it, and create subfolders |
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| **Full access** | Full control including moving and deleting the folder, and managing folder permissions |
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The creator of a folder automatically receives **Full access**.
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To learn how to share folders with users, groups, or your entire
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organization — and how permissions are inherited by content inside
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folders — see [Share content][ref-sharing].
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[ref-workbooks]: /docs/explore-analyze/workbooks
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[ref-dashboards]: /docs/explore-analyze/dashboards
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[ref-sharing]: /docs/organize-content/sharing
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[ref-roles]: /admin/users-and-permissions/roles-and-permissions

‎docs-mintlify/docs/organize-content/sharing.mdx‎

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---
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title: Share content
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description: Share workbooks, dashboards, and explorations with specific users, groups, or your entire organization.
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---
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Sharing content with your team keeps everyone aligned on key metrics,
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reduces duplicated work, and ensures stakeholders have access to the
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insights they need. Cube lets you control exactly who can see and edit
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each piece of content — from individual users to your entire organization.
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## What can be shared
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You can share the following content types:
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- **Workbooks** — share the full workbook including all tabs and reports
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- **Dashboards** — share published dashboard views with stakeholders
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- **Explorations** — share saved explorations from Analytics Chat, the
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Explore page, or dashboards
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<Info>
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Shared explorations are also available to users through the
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[Google Sheets][ref-google-sheets] and [Microsoft Excel][ref-excel]
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integrations, allowing them to pull exploration results directly into
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their spreadsheets.
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</Info>
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## Access levels
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Sharing permissions are organized into three levels:
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| Level | Description |
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| --- | --- |
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| **Can view** | View the content and its data |
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| **Can edit** | View and modify the content |
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| **Full access** | Full control including managing who the content is shared with |
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The creator of a piece of content automatically receives **Full access**.
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<Info>
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When sharing is set at the [folder level][ref-folders], content inside
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the folder inherits those permissions. See
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[Permission inheritance](#permission-inheritance) for details.
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</Info>
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## Sharing with users and groups
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To share content with specific people or groups:
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1. Open the workbook, dashboard, or exploration you want to share.
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2. Click the **Share** button.
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3. In the **Share** dialog, type a name or email in the search field to
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find users or [user groups][ref-groups].
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4. Select the desired [access level](#access-levels) from the dropdown
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next to the user or group.
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5. Click **Invite**.
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{/* Screenshot: Share dialog showing the user/group search input, access level
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dropdown, and Invite button. A user and a group should be visible in the
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"People with access" list with different access levels. */}
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Invited users and groups appear in the **People with access** list. You
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can change their access level or remove their access at any time from the
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same dialog.
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### Changing access for existing collaborators
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To update a collaborator's access level:
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1. Open the **Share** dialog for the content.
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2. Find the user or group in the **People with access** list.
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3. Select a new access level from the dropdown next to their name.
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To remove access entirely, select **Remove** from the dropdown.
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{/* Screenshot: Share dialog "People with access" list showing the access level
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dropdown open for one user, with "Can view", "Can edit", "Full access", and
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"Remove" options visible. */}
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## Sharing with your organization
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You can make content available to everyone in your Cube Cloud account:
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1. Open the **Share** dialog for the content.
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2. In the **General access** section, change the setting from **Only
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people invited** to **Organization**.
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3. Select the access level that all organization members should receive.
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{/* Screenshot: Share dialog with the "General access" section expanded, showing
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the dropdown changed from "Only people invited" to "Organization" with a
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"Can view" access level selected. */}
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When organization-wide access is set, individual users and groups can
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still be granted higher access levels. For example, the organization
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might have **Can view** access while a specific team has **Can edit**.
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## Permission inheritance
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Permissions flow down through the [folder hierarchy][ref-folders]. When
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you share a folder, all content inside it — including workbooks,
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dashboards, explorations, and subfolders — inherits the folder's
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permissions.
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```text
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Marketing (Full access for Marketing team)
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├── Q1 Campaign Dashboard ← inherits Full access
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├── Revenue Workbook ← inherits Full access
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└── Weekly Reports ← inherits Full access
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└── Week 1 Exploration ← inherits Full access
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```
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### How inheritance works
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- **Direct permissions override inherited ones.** If a workbook has an
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explicit permission set, that takes priority over the folder permission.
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- **Closest folder wins.** When multiple ancestor folders have
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permissions for the same user, the nearest folder in the hierarchy
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determines the effective access level.
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- **Inherited permissions are visible in the Share dialog.** Users and
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groups with inherited access appear in the collaborator list with an
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indication of which folder the permission comes from.
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{/* Screenshot: Share dialog for a workbook inside a folder, showing the "People
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with access" list where some users have a "via Marketing folder" inherited
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access badge next to their access level, distinguished from users with direct
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access. */}
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### Folder visibility
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Users can see a folder if any of the following apply:
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- They have been granted direct access to the folder
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- They have access to a parent or child folder (ancestor folders are
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visible for navigation)
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- They have access to content inside the folder
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This ensures users can always navigate to content they have permission to
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view, even if they don't have explicit access to every folder along the
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path.
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## Sharing folders
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Sharing a folder is the most efficient way to manage access for a
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collection of related content:
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1. Navigate to the folder in the **Workspace** page.
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2. Open the folder's action menu and select **Share** (or open the folder
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and click the **Share** button).
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3. Add users, groups, or set organization-wide access as described above.
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{/* Screenshot: Workspace page showing a folder's action menu with the "Share"
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option highlighted. */}
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All current and future content added to the folder will inherit its
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permissions. This makes folders ideal for organizing content by team or
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project, where everyone on the team needs the same level of access.
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## Sharing explorations for spreadsheet integrations
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When you share an exploration with a user, that exploration becomes
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available in the [Google Sheets][ref-google-sheets] and
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[Microsoft Excel][ref-excel] add-ins. Users can browse their shared
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explorations directly from the add-in and pull the results into their
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spreadsheets.
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This lets analysts share governed, pre-built queries with spreadsheet
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users who can refresh the data on demand without needing to use the Cube
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interface.
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[ref-folders]: /docs/organize-content/folders
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[ref-groups]: /admin/users-and-permissions/user-groups
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[ref-roles]: /admin/users-and-permissions/roles-and-permissions
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[ref-google-sheets]: /docs/integrations/google-sheets
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[ref-excel]: /docs/integrations/microsoft-excel

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