Workbooks
A Workbook is a governed input table — a spreadsheet-style grid where every value can be constrained by your Dimensions before it reaches a BI tool.
Columns
| Type | What it holds |
|---|---|
| Dimension Column | Cells are constrained to a chosen Dimension's values — only listed values are accepted. |
| Manual Column | Free text or numbers, with no governance constraint. |
| Transform Column | A computed value derived from another column via a rule (contains, equals, starts with, is in, is blank, and more). |
Choosing a Combined Dimension for a column adds one column per source Dimension it links; editing one auto-fills the others. A blank row is always kept at the bottom of the grid for new entries.
Editing the grid
The editor behaves like a spreadsheet: keyboard navigation, range selection, Excel-style paste, per-column drag-reorder and resize, multi-level sort, row search, and CSV export/import. Changes save automatically a second after you stop typing; a save-status indicator shows Saving…, Saved, or the server’s real reason if a save fails (for example, a scope or permission error).
Who can edit
Editing a Workbook requires the Contributor or Admin role, and membership of the Workbook’s owner group — unless it has no owner group, in which case any Contributor can edit it. Admins always bypass the ownership requirement. See Ownership groups.
Everyone else sees a read-only viewer: the latest published version of the Workbook, filtered to what their scope groups allow — never live editor state, and never an unpublished draft. If nothing has been published yet, they see a “Nothing published yet” message instead of a grid.
Publishing
A Workbook is always in one of three states:
| Status | Meaning |
|---|---|
| Draft | Never published. |
| Published | Current data matches the last published version. |
| Unpublished edits | Edits have been made since the last publish and not yet republished. |
Publishing takes a snapshot of the current grid and makes it visible to everyone with view access, plus any BI tool or export reading from it. The publish dialog shows what changed since the last version — row count, column-structure changes, or “no changes detected.”
If a Workbook sits with unpublished edits for more than 7 days, the editor shows a gentle reminder to republish.
Approval and trusted publish
If your workspace requires publish approval and you’re not an owner-group member or Admin, publishing becomes Request approval instead — it notifies the Workbook’s owners and Admins. A per-Workbook Trusted publish toggle lets owner-group members publish directly without approval.
Version history
Every publish is kept as an immutable version (1.0, 1.1, …). From the Publish History tab you can compare any two versions (rows, columns, and what changed), download a version as CSV or JSON, and restore an old version as the current draft.
Restoring a version is Admin-only — stricter than the general edit permission, which also allows Contributor owner-group members. Restoring never deletes history; it adds a new version on top.
Free plan limits
| Limit | Free plan |
|---|---|
| Workbooks per workspace | 1 |
| Rows per Workbook | 1,000 |
| Governed Dimension columns per Workbook | 3 |
A warning appears once a Workbook passes 800 rows (80% of the limit). See Plans & limits for the full picture across plans.