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This post describes access permissions and data viewing for Smartsheet reports. This is useful if you want to create a report and share only specific information.
In addition, on the Community site, Andre's ``To display a sheet in a report, you need to share the sheet containing the underlying data or publish the sheet.'' is introduced as the best answer. However, here, Cloudsmart uses,A method to show information narrowed down in a report to users who have not shared the sheet via the dashboard without sharing the sheet.We will mainly introduce .
Question summary
The person asking the question wants to create a report without giving them access to the sheet and only want the viewer to see certain information. I gave the report "edit/share" permissions, but the data is not visible to viewers.
Answer summary
There are several ways to display data in a report.
Share access to report source sheets
- To view the data contained in a report, report viewers must have Viewer permission or higher on the original sheet. Even if you give them edit/share permissions, if they don't have access to the sheet, the report won't display any data.
Publish the report
- By publishing a report, you can view it even if you don't have access to the spreadsheet. However, please note that published reports can be viewed by anyone.
A method to show information narrowed down in a report to users who have not shared the sheet via the dashboard without sharing the sheet.
Display the report on the dashboard
- Report Widget + Last Widget Editor Perspective
- Publish a Report + Web Content widget
Options using paid apps
・Use WorkApps and Dynamic View (paid features)
Summary
If you only want to share certain information in your report, keep the following in mind:
- To view the report, you need at least viewer privileges to the underlying spreadsheet.
- Public reports can be seen by anyone, so be careful about the scope of sharing.
- To show targeted information in a report to users who have not shared the sheet without sharing the sheet, view the report via a dashboard.
- If you need more control, consider paid features like WorkApps and Dynamic View.
Translation of correspondence
gamgc ✭✭✭✭
Hello, I didn't want to give anyone else access to my sheet, so I said I would create a report with the information I wanted to see from the sheet. I shared this with editor/sharing permissions, but when I access the report I don't see any data. What's the reason? There's no need to share it on the sheet itself, right?
thank you,
Gum
answer
jmyzk_cloudsmart_jp ✭✭✭✭✭✭
Hello@gamgc
Here's a summary of the access you need for your reports:
- To view the report
- Report: >=Viewer
- Sheet: >=Viewer
- To edit a sheet in a report
- Report: >=Editor
- Sheet: >=Editor
Therefore,If the user does not have Add access to the viewer or sheet, nothing in the report will be displayed, even if the user has editor access to the report. The dilemma is that I only want to display part of the sheet, so I want to limit what the user sees in the report. However, if the user does not have viewer access to the sheet, nothing will be displayed.Granting viewer access to a sheet allows them to see things you don't want them to see.
The workaround is:
- dynamic view
- Display the report on the dashboard
- Report Widget + Last Widget Editor Perspective
- Publish a Report + Web Content widget
In the second case of reports and dashboards, you can share the dashboard and limit who can see the contents of the report. (The demo dashboard below exposes the dashboard so users who are not logged in to Smartsheet can view the report and the charts created using the report.)
https://app.smartsheet.com/b/publish?EQBCT=14fb56837e1049699fd4e4e138ff30ef
best answer
Andre Starow ✭✭✭✭✭✭
Hello@gamgc
I hope you are well and safe!
For a sheet to appear in a report, you must share the sheet containing the underlying data or publish the sheet.
Other options include premium apps;WorkApps, or Dynamic View You can also use.
Does it make sense? I hope it helps! Stay safe and have a great week!
Highest,
Andre Starow |Workflow Consultant / CEO@work boldly
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SMARTSHEET Expert Consultant and Partner
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in:www.workbold.com |andree@workbold.com |Phone: +46 (0) – 72 – 510 99 35
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