Share a Scenario

Give users access to your scenarios.

Access requirements

Permission with these capabilities: Organization Design, Share Org Design, and Share Org Design with Sensitive Data

Reach out to your administrator for access.

Overview

Sharing scenarios lets you collaborate on organizational designs while maintaining full control over your data. You can easily manage collaborator's access at any time to ensure the right people have the right level of visibility.

  • Privacy and ownership: You control who sees your scenarios. Your work remains private until you choose to share it. Only project owners can share scenarios.
  • Tailored access: Owners can customize what each collaborator sees by granting access to all or selected scenarios, and choosing whether sensitive data is visible.
  • Full context: Sharing a scenario reveals the full design story. Collaborators see all proposed structural changes, and key metrics—not just static data.
  • Instant updates: Changes you make to collaborator access or permissions take effect immediately across all scenarios.
  • Notifications: Collaborators get an email when first invited. When changes are made, they can refresh their view to see the latest.

Share a scenario

  1. In a project, select a scenario, then click the Manage scenario access button .

  2. Select or type the username or full name of the user you want to share the scenario with.

  3. Manage a collaborator’s access to sensitive data by turning on the Sensitive data access toggle. For more information, see Sharing sensitive data.

  4. Choose one of the two access levels:

    • Select All scenarios to grant access to every current and future scenario in the project.

    • Select Selected scenarios only to limit access to specific scenarios.

  5. Click Save changes.

Remove or update scenario access

Access can be turned off or changed at any time, and only the owner of a scenario can grant or revoke it. Collaborators cannot forward a scenario or grant access to anyone else, and there’s no limit on how many collaborators you can add. For more information about roles and access levels, see Scenario Access Levels.

  1. In a scenario, click the Manage scenario access button .

  2. Find the collaborator whose access you want to change.

  3. Update their access details or remove their access by clicking the Remove button .

  4. Click Save changes.

Security

When you share a scenario, collaborators see it through your data security lens, including your own access to organizational data.

  • Sharing never grants a collaborator more access than you have. If you have less access to certain data than someone you share with, they still only see what you can see.

  • Positions are visible to every collaborator, regardless of employee data security. Collaborators can always see whether a position is filled or vacant.

  • When the employee in a position falls outside a collaborator's own data access, the position still appears as filled, but no employee identity or record is shown.

  • Position attributes are frozen copies of data from the organization design database and aren't subject to a separate security layer, so anyone with access to the scenario sees all position attribute values.

  • Employee attributes follow each collaborator's own data security; a collaborator only sees the employee columns they're already entitled to.

Note: Even when specific details like names or salaries are hidden, collaborators can often infer intent from a scenario, such as a restructure or layoff being considered. Consider this before sharing, since hiding data doesn’t hide the story it tells.

Sharing sensitive data

Owners control whether collaborators can see sensitive data. This can be changed at any time. If sensitive position data is shared, collaborators can see the following by default:

  • Pay level
  • Cost
  • Total cost of workforce
  • Percentage of total cost

Your organization manages employee data visibility and can configure what information is sensitive.