Publish and share

Publishing gives named users and roles access to a deck that lives in another workspace. Use it when a colleague outside the deck's workspace needs to view or edit the deck.

Publish a deck

1. Open the deck in the editor and click Publish in the top bar. You can also right-click a deck in a workspace list or on a deck card and choose Publish.
2. In Publish presentation, type in Search users and roles under Add people or roles, then click a user or a role. Roles are listed before users, and a role row reads Everyone who holds this role.
3. On each row, choose Can view or Can edit. A newly added person starts at Can view.
4. Click Save sharing.

The dialog has two parts: Shared with lists who has access now, and Add people or roles is where you search. When the deck has no shares yet, the list reads Nobody yet. Anyone in the workspace this deck lives in can already see it; publishing is for reaching people outside it. While it loads, it shows Loading who this deck is shared with. When a search finds nobody, it shows No user or role matches <query>. When everyone available already has access, it shows Everyone who can be added already has access. The search resets each time the dialog closes.

Save sharing stays disabled until you change something. The list starts from the deck's saved shares, so opening the dialog and saving without changes would change nothing.

The dialog closes and a Published message reports the result, for example Shared with 2 recipients. When the list ends up empty, it reads Everyone this deck was shared with has been removed. If the save is refused, a Not published message carries the reason, or Could not update who this presentation is shared with. when there is none.

Choose view or edit access

New recipients start at Can view.

To change someone's access, open Publish, change the choice on their row and click Save sharing.

Remove access

1. Open Publish for the deck.
2. Click the remove button on the row for the user or role.
3. Click Save sharing.

The saved list is the complete set of who can reach the deck, so removing a row and saving is how you unpublish. If you remove everyone, the message reads Everyone this deck was shared with has been removed.

What shared people see

• A deck published to a person appears under Shared with me on the Slides dashboard.
• Recipients work on the same deck, not a copy. Their edits create versions in the deck's history, like any other save.
• A person who has both a user share and a role share gets the stronger of the two. If either one is Can edit, that person can edit.
• A share never allows delete, move or publish. A Can view share hides the edit actions, even for someone who usually edits decks. See Slides permissions.
• Publishing does not send an email. To email the deck on a schedule, see Email subscriptions.

Permissions

• To publish a deck, your role needs the Publish Deck permission, described as "Share decks with specific users or roles". See Slides permissions.
• You must also be able to edit the deck. The Publish button appears in the editor's top bar only for people who can edit the deck.
• If your roles lack Publish Deck, the button is disabled, and its tooltip reads You do not have permission to publish this presentation.
• You cannot publish a deck that someone shared with you. The refusal reads A presentation shared with you cannot be published. Only the workspace it lives in can do that.

Limits and edge cases

• The share list cannot be read. The dialog shows Could not read who this deck is shared with and The share list could not be read. Close this and reopen it before changing anything - saving now would remove everyone. Close the dialog and reopen it before you change anything.
• Decks with live queries. A deck whose live queries are bound to roles can be published only to those roles, and only to users who hold all of them. Others would see empty charts, so the save is refused. For a role that is not one of the bound roles, the refusal reads This presentation has charts bound to <roles>, so it cannot be published to <roles>. Those recipients would see empty charts. For a person who does not hold them, it reads <user> does not hold <roles>, so the charts in this presentation would not resolve for them. See Fill slides from your data.
• Recipient limit. A deck can be shared with up to 200 users and roles.

Questions, answered

Do I need to publish a deck to a colleague in the same role workspace?

No. Everyone in the workspace can already see the deck. Publishing reaches people outside it.

Can I share a deck with a whole team?

Yes. Add the team's role under Add people or roles. Everyone who holds that role gets access.

Can someone with Can edit delete my deck?

No. A person with Can edit can change and save the deck, but cannot delete, move or publish it.

How do I stop sharing a deck?

Open Publish, remove the people or roles from their rows and click Save sharing. The saved list is the complete set, so removing everyone and saving unpublishes the deck; the message reads Everyone this deck was shared with has been removed.

Why is publishing refused for some people or roles?

The deck's live queries are bound to roles. A role that is not one of them, or a person who does not hold all of them, would see empty charts, so Not published appears with the reason. Share with one of the bound roles, give the person the roles, or unbind the queries first. See Fill slides from your data.

Why don't I see the Publish button?

If you can only view the deck, the button is hidden. If your roles lack Publish Deck, the button is disabled and its tooltip explains why.

Where does a recipient find the deck?

Under Shared with me on their Slides dashboard.

Does publishing send the deck by email?

No. To email a deck on a schedule, set up a subscription in Email subscriptions.

Why is Save sharing greyed out?

It turns on once you change the list. The dialog starts from the deck's saved shares, so opening it and saving without changes would change nothing. If the list could not be read, close and reopen the dialog first: saving from a list that did not load would remove everyone.