On multi-creator accounts (Team plans or higher), users with SysAdmin rights have the ability to perform user and content management related functions. These features include:
- Adding and removing users
- Manage user roles
- Transferring sheets between users
- Removing a user from sheet sharing
- Remove an external collaborator (non-user) from sharing
- User-specific and account-wide sheet sharing reports
- Viewing User Login Activity
- Downloading the User List
- Deleting a user account
Account Admin Form
To access User Management, click on your account email in the upper left and select Account Admin.
Adding and Removing Users
SysAdmins can add or remove users from a licensed account. Clicking the ‘Add Users’ button launches the New User form. By default a new user is added as a licensed sheet creator - enabling them to create and own sheets and reports. If you wish this person to also have the ability to access and modify all aspects of the account administration functions, also check the System Admin checkbox. Adding a user without checking either checkbox, enables SysAdmins to view login activity for that users. Unless a SysAdmin change the user profile to a license sheet creator in the future, these users can access but not create new sheets or reports.
To add multiple users at once, click the ‘add multiple users’ link in the bottom left of the New Users form. Email addresses typed or pasted into the form.
When a new user is added, Smartsheet sends an brief email invitation to the user in which they are asked to accept or decline the invitation. Upon acceptance, SysAdmins will have the ability to perform all user administration functions for that address. Invitations can be resent by right-clicking on an address or clicking the drop-down arrow to the left of an email address in the user list.
Managing User Roles
Users with SysAdmin rights can manage user roles via the Edit User form available via right-click or drop-down arrow to the left of an email address in the user list. There are no limit to the number of SysAdmins a Smartsheet license provides. It is possible to grant a user SysAdmin rights without them being a licensed sheet creator.
When a user who is not a SysAdmin for an account clicks on the Account Admin link in their settings menu, the are presented with a summary Account Administration view. While they are neither able to view a list of users nor login activity, they are able to see the accounts main contact. They are also able to request to be removed from an account. Free users can do so without the involvement of a SysAdmin. If a licensed sheet creator requests to be removed, the SysAdmins are notified via email of the request. This provides SysAdmins the opportunity to first review whether any of that users content should be transferred to another user before deleting the user’s account.
Each Smartsheet account has a main contact. A main contact on a multi-creator account is always a SysAdmin for an account.
Transferring Sheets Between Users
SysAdmins can transfer a licensed user’s sheets and report to another licensed user on the account with the ‘Transfer Owned Sheets to Other User’ action found via right-click or drop-down arrow to the left of an email address in the user list. After transferring sheets, the original sheet owner assumes ‘admin’ sharing status on the sheets while the address to whom sheets are transferred assumes ‘owner’ status.
Transferred sheets and reports will appear in the new owner’s ‘Sheets’ section of their home tab in a folder named ‘Transferred from <email address of past owner>’
Before transferring sheets you can see which sheets a user owns by downloading the Sheet Access Report for that user (also found in the user context menu).
Removing a User from Sheet Sharing
SysAdmins can remove a user’s sharing access with the ‘Remove User Sharing Access’ action found via right-click or drop-down arrow to the left of an email address in the user list. This action removes the user from being able to access any sheets shared to them by licensed creators within the account. It should be noted that this action does not impact sheets that are owned by a user. To review what sheets the user can access, download the Sheet Access Report for that user.
Remove an External Collaborator (non-user) from Sharing
SysAdmins can also revoke the sharing rights of an email address that is not listed in an account’s user list. To remove an email address from sheets or workspaces owned by licensed users in an account, click the ‘More Actions’ button on the User Management tab of the Account Administration form. To review what sheets an external collaborator can access, download the Sheet Access Report after clicking the 'More Actions' button.
