If you want to protect key data from being changed by those shared to your sheet as 'Editors', you can lock columns or rows. There are three rules for the lock feature:
Only the sheet owner or admins can lock or unlock columns/rows on a sheet
The sheet owner and admins can still edit locked columns/rows
Editors on the sheet can see locked columns/rows, but they cannot edit the data in locked columns/rows
The lock feature is available from the column or row menus. The attachment and discussion columns cannot be locked. A lock icon will be displayed in the column or row headers to indicate that a column or row has been locked.
Enable broad access to your sheet via a Publish link.
How it works
Open the Publish tab at the bottom of a sheet
There are 3 options for publishing a sheet:
Read Only HTML - simple, read only view of the sheet. Attachments and discussions are not available and indented rows cannot be collapsed/expanded. This option is best if you want a lightweight, quick-loading view of your sheet data.
Read Only Full - while still read only, this option has a richer user interface, enabling viewers to open row attachments and discussions and collapse/expand indented rows.
Edit by Anyone - enables anyone to open the sheet and make changes as if they were shared the sheet with Editor permissions.
After turning on the link, click in the URL field and use Ctrl+c keys to copy the link and Ctrl+v keys to paste the link in an email or webpage. Or click in the Embed field and copy/paste the code into a webpage, blog, or other web application.
If you want to discontinue access to the sheet via the Publish links, click on the Publish tab and select the OFF radio button option.
It's easy to share your sheet or report with collaborators online.
How sharing works
Open the Sharing tab at the bottom of a sheet or report
You will be the only person in the Shared To list (with a permission level of Owner) since you created the sheet
Click on the "Share" button
Type in an email address into the To: box. If you have already added someone as a Smartsheet contact, we'll make it easy to select that person's email as you type. You can add multiple email addresses by separating them with a semi-colon.
Select a sharing permission level:
Viewer:
View all the sheet data
Export and send rows and attachments
Set reminders and notifications for themselves
Filter, sort rows and freeze columns, but cannot save
No editing or sharing power
Editor:
Edit unlocked rows and columns
Insert and delete rows
Filter, sort rows and freeze columns
Send update requests
Share with others if allowed. They can only share a sheet with others if the 'Editor can share with others' checkbox is selected when they are shared the sheet. [Note - that checkbox only appears when the Editor type is selected]
Admin:
Insert, delete columns, change column properties
Hide/unhide and lock/unlock columns
Set alerts and reminders for other people
Edit conditional formatting rules
Edit Smartforms
Edit dependency settings
Publish the sheet
Add an optional personal message to the sharing invite email
Click on the Share button to send the sharing invite email
The recipients will receive the invite email, which includes a link to open the sheet.
If they have never used Smartsheet before, they will be asked to create a password before opening the sheet. This password, along with their email, will enable them to log in to Smartsheet.
Existing Smartsheet users can enter their login info and the sheet will be opened for them.
Stop Sharing a Sheet
To stop sharing a sheet or report to someone, open the Sharing tab at the bottom of the sheet.
Right-click on their name in the Shared To list and select "Remove from Sharing"
The person you removed will no longer be in the Shared To list and will no longer have access to the sheet
You can remove all people from sharing if you want to make the sheet private
Change Sharing Permissions
To change someone's sharing permission on a sheet or report, open the Sharing tab at the bottom of the sheet
Right-click on their name in the Shared To list and select "Change Permissions".
Select the desired permission level (Viewer, Editor, Admin) and click "OK"
The new permission level will be displayed in the Shared To list.
Change Sheet Owner
The sheet owner is important for two reasons: 1) the owner is the only person who can delete or rename a sheet and 2) the sheet counts against the sheet limit on the owner's account. Sheet ownership can be changed:
Make sure the person who wants to take ownership of the sheet has been shared the sheet as an Admin or Editor
The person who wants to take ownership can open the Sharing tab on the sheet, right click on their name in the Shared To list and select "Make me the Owner"
An email will be sent to the existing Owner with a link to approve the change of ownership request
Once the existing owner clicks on the Approve link in the email, the requestor will be made the new sheet owner and the previous owner will be changed to an Admin on the sheet. A confirmation email will be sent to the requestor that the request was approved or declined.
The sheet will now count against the sheet limit on the new owner's account.
Smartsheet provides several options for sending content to others via email.
Send Sheet (or Report) as Attachment
You can send a snapshot of your sheet (or report), attaching it as a PDF or Excel file to an email.
NOTE: this feature can be used for a Sheet or a Report.
Click on the File button in the upper left corner of a sheet and select "Send as Attachment"
Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional), select whether you want the sheet to be attached as an Excel or PDF file, and send. The recipient will receive an email with your sheet as an attachment.
Schedule on a weekly basis. On the Send form, there's an option to "Schedule to send later or on a recurring basis". For example, you could schedule for the sheet to be sent to your boss every Friday at 9am, so the weekly status report is automatically sent to him.
Highlight changes. In addition to scheduling, you can turn on the Highlight Changes feature for the sheet (e.g., highlight changes made in the last 7 days in yellow). In the example of the weekly status report, it could be sent every Friday and any changes made since the previous Friday would be highlighted.
Send Row
You can send a snapshot of a row (or multiple rows) in the body of an email.
Select the row (or multiple rows via Ctrl+click) that you want to send and right click to select "Send Row"
Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional), The recipient will receive an email with the row information in the body of the email. A link to login to the sheet will also be included at the bottom of the email in case they've been shared the sheet and want to open it.
Include Row Attachments. There is an option to include any files attached to the row in the email. If the Attachments box is checked, links to download the files attached to the row will be provided below the table of row information. This is a great way to send large files that might be too big if sent as an email attachment. NOTE: the recipient does not need to login to download the file. The active links for a file download expire within thirty days of being sent.
Include Row Discussions. There is an option to include any discussions on the row(s) being sent. The discussions and any comments will be added to the email body below the table of row information and any row attachment links. NOTE: if you include row discussions, the email will also include download links for any files attached to the discussions on that row.
Send File
You can quickly send someone a file from Smartsheet without worrying about sending a large file as an attachment.
Open the attachments on a row by clicking on the paperclip icon or go to the Attachments tab at the bottom of the sheet.
For the file you wish to send, click on "Send Link".
Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional), The recipient will receive an email with a link to download the file.
NOTE: the recipient does not need to login to download the file. The active links for a file download expire within thirty days of being sent.
Update requests are a good way to get a quick update from other people, especially those who aren't shared your sheet (e.g., vendors, clients, consultants).
How Update Requests Work
You select the row (or rows) you want updated, right-click and select "Request Update"
Type in the recipient's email (they don't need to be shared the sheet) and send
The recipient gets an email with a link that doesn't require them to have a Smartsheet login, so it's quick and easy for anybody. The link only shows them the row(s) you wanted them to update.
The recipient can edit the rows, attach files if needed, update discussions and submit. They cannot delete rows or change your columns. Your sheet will be updated and you get an email confirmation showing you what they updated.
The Update Request tab at the bottom of the sheet will show a list of all completed and pending update requests sent for the sheet or on rows in the sheet. You can right click on an item in the list to get more Details.
NOTE: update request links are one-time only. To ensure that your information remains secure, update request links expire after the recipient opens the Smartsheet request form and clicks 'Send Changes'. If you want additional updates, you can send them additional update requests (see the section below on scheduling recurring update requests).
Update Requests on a Row vs. a Sheet
If you only want the recipient to see/edit a part of the sheet, select the row or rows and right-click to select "Request Update"
You can also send an update request for the entire sheet, which enables the recipient to insert new rows in the sheet or delete rows (in addition to seeing/editing all of the current rows). As with the row update request, this sheet update request is one-time only and expires after the update is submitted.
To send an update request on an entire sheet, go to the Update Requests tab at the bottom of the sheet and click on the "Create New Request" button
Make sure the top line on the Send form says "Sheets/Rows: Send update request on entire sheet" before typing in the optional message and sending.
Scheduling (and Deleting) a Recurring Update Request
An update request can be scheduled to be sent on a recurring basis (e.g., once a week on Tues).
Below the message section of the Send Update Request form, there is an option "Delivery: Schedule to send later or on a recurring basis". Click on the underlined Schedule link to select your recurrence options (e.g., weekly, daily, which day, etc.)
To delete a recurring update request or edit the recurrence schedule, go to the Update Requests tab at the bottom of a sheet and right-click on the line item in the Scheduled list to get the menu that includes Edit Recurrence and Delete.
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')
