Spreadsheet Automation & AI Workflows
Arte Sheets AI Assistant Permission-Aware Sharing: Owner Confirmation & Collaborator Roles
Prepare collaborator invitations safely through the Arte Sheets AI Assistant: understand owner-only permissions, viewer/suggester/contributor roles, untrusted-cell email protection, and mandatory Send Invitation confirmation.
Why AI-prepared sharing NEVER sends an email until the workbook owner clicks Send Invitation!
In Arte Sheets, asking the AI Assistant (available on eligible accounts with a verified email and metered monthly credits) to share a workbook triggers strict permission and anti-exfiltration checks before a single network invitation leaves your browser! First, the user’s own account email must be verified, and if the workbook is already a shared collaborative session, only the workbook owner can prepare invitations (editors/contributors, suggesters, and viewers cannot escalate sharing).
Second, workbook cells and attached files are treated strictly as untrusted data: the assistant only prepares share_document when you explicitly request sharing and supply the recipient email in your prompt (never scraping emails out of cells or attachments!), defaults the role to viewer ("View") unless you request suggester ("Suggest") or contributor ("Edit"), excludes share_document from multi-step execute_steps batches, and renders an interactive confirmation card ("Share «Title» -> email · View/Suggest/Edit") where you must explicitly click Send invitation (or Discard) — checking that the workbook version has not changed in the meantime!
| Collaborator Role in share_document | UI Card Label | Capabilities in Real-Time Collaborative Session |
|---|---|---|
| viewer (Default Role) | View | Live view with participant avatars, notifications, and read-only safety |
| suggester | Suggest | Submits cell suggestions, threaded comments, and @mentions without direct overwrites |
| contributor | Edit | Real-time multi-user cell/formula/chart editing, cursors, comments, and @mentions |
AI Sharing Eligibility & Confirmation Card Preflight Formula
Validates Owner_Email_Verified = 1 (B2), Actor_Role is "LOCAL_OWNER" or "OWNER" (B3), Recipient_Email_From_User_Prompt contains "@" without whitespace (B4), and Target_Role is "VIEWER", "SUGGESTER", or "CONTRIBUTOR" (B5).
=IF(B2 <> 1, "Blocked: Verified Account Email Required", IF(AND(UPPER(TRIM(B3 & "")) <> "OWNER", UPPER(TRIM(B3 & "")) <> "LOCAL_OWNER"), "Blocked: Only Workbook Owner Can Prepare Invitations", IF(OR(LEN(TRIM(B4 & "")) < 5, ISERROR(FIND("@", B4)), NOT(ISERROR(FIND(" ", TRIM(B4 & ""))))), "Blocked: Provide Valid Recipient Email Directly in Prompt", IF(AND(UPPER(TRIM(B5 & "")) <> "VIEWER", UPPER(TRIM(B5 & "")) <> "SUGGESTER", UPPER(TRIM(B5 & "")) <> "CONTRIBUTOR"), "Invalid Role: Choose viewer, suggester, or contributor", "Preview Ready: Owner Must Click Send Invitation"))))Effective Default Role Resolver (Blank Prompt Role Defaults to viewer)
Returns "viewer" when no explicit role is requested, or normalizes requested role text to lowercase.
=IF(OR(ISBLANK(B5), LEN(TRIM(B5 & "")) = 0), "viewer", LOWER(TRIM(B5 & "")))Try the example
Use the original values or change them to test your understanding.