Share a tool with your team

Who

The person building or looking after the tool

Time

About 2 minutes for an internal tool

To let someone use your tool, send them its published link. To let someone change how it works, add them as an editor.

Let colleagues use it

1. Test your app, then click Publish in Applane.
2. Copy the published app link and send it to your colleagues.
3. Ask one colleague to try it with their work account before sharing it more widely.

For an Internal app, Google checks that the person belongs to your company. They also need access to the Sheet or other data the tool uses. Sending the app link does not grant that access.

People who only use the tool don’t need a paid Applane seat. Send them Using a shared tool if they need help getting started.

Ask someone to help build

Open Share in the app’s menu. This opens Google’s sharing dialog for the app’s source project. Add your colleague as an editor; they can then open the app in their own Applane workspace and make changes. They need building access and an Applane seat.

Your company’s Drive sharing rules apply. Applane does not grant access for you.

Agree who is editing before making changes. If your admin has configured collaboration presence, Applane shows who else has the app open and prevents simultaneous editing.

Choose who the app is for

You choose the audience when you create the app. It stays fixed; create a new app if you need a different audience.

Audience	Who uses it	What to arrange
Internal	Colleagues signed in with a company account	Access to the data they need.
External	Named people outside your company	IT must allow it, configure the external access list and data gateway, and publish from the company bot account.
Public	Anyone with the link, without signing in	Only publicly available data. IT publishes from the company bot account.

External and public apps need the bot

The bot is a company-managed Google account used to publish these apps so they can keep running when a colleague leaves. Build as yourself, then ask your admin to arrange publishing with that account. Accounts and groups.

If these audiences aren’t available, ask IT about your company’s sharing policy and settings.

Anonymous: public link

The builder may call this audience Anonymous. A public app runs with the bot account’s permissions and can use only sources approved as public. Review it as carefully as a page on your company’s website.

Keep someone responsible

Agree who handles questions and updates. Your IT team has access to published apps through the admin group and can arrange a handover if the owner leaves. Introduce a tool to your team.