A workspace allows you to quickly and easily share a collection of sheets, folders and reports with multiple people.
Creating a Workspace
- Go to the Home tab, click on the Add New button, and select "New Workspace"
- Name the workspace and double click to open the workspace
Adding Sheets, Reports, or Folders to a Workspace
- You can add a new sheet, report or folder to a workspace by opening the workspace and clicking on the Add New button in the upper right
- You can drag and drop existing sheets, reports or a folder into a workspace (from the list on the right side of Home to the workspace icon in the left). You must be an admin or owner of a sheet or report to move it into a workspace.
- NOTE: when sheets are added to a workspace, they will be shared to whoever the workspace is shared to
Sharing a Workspace
- Open a workspace and click on the Sharing tab at the bottom of the workspace
- Click on the Share button and type in the email addresses of people you'd like to invite to the workspace
- Workspace Permissions:
- Viewer - can only view workspace contents, no ability to edit.
- Editor - can edit sheets in the workspace.
- Admin - can add, change or delete sheets in the workspace.
- NOTE: the workspace permission level (Viewer, Editor, Admin) you choose for a person when sharing the workspace to them will be the permission level they have for all sheets and reports in the workspace
Change Workspace Owner
- If you are an Admin on a Workspace, you can take ownership by opening the Sharing form for the workspace, right-clicking on the current owner and selecting 'Remove from Sharing'
- This will make you the workspace owner and remove the current owner
- NOTE: before removing the current workspace owner, you must first make remove any sheets they own from the workspace (or take ownership of the sheets)
Workspace Colors & Logo
- Workspaces can be branded separately from your account. Many people create branded workspacea to share projects with each of their clients.
- Right-click on the workspace name and select "Workspace Colors & Logo"
- Whenever a sheet is opened from a branded workspace, the workspace colors and logo will be displayed
Frequently Asked Questions
Q. What happens to permissions when I move a sheet OUT of a workspace?
A. Moving a sheet out of a workspace causes the permissions to that sheet to be reset to match those of the destination. If you move a sheet that you do not own into your personal sheets area, you become the owner of that sheet.
Q. Why can't I add a sheet to a workspace?
A. Your sharing permissions are likely those of a viewer or editor. Only the owner and admins on a workspace are able to create, drag in, or delete sheets in a workspace. As one of the workspace admins to promote you to admin status. (They can click on the workspace's share tab, then click the drop-down glyph next to your name and select 'Change Permissions')
Q. Can sheets exist in multiple workspaces or folders?
A. Smartsheets can appear only within a single location on your home page. If you click and drag a sheet to a different location, it is moved, not copied or cloned. NOTE: unless you are an admin for a workspace, you won't be able to drag a sheet into it.
