* This color is an additional explanation by Cloudsmart.
Reasons to use group features
After reading the help article, I found it difficult for people who started using Smartsheet to read it, so I will add an explanation of "Why use groups".
Improved security
Shared management by group
The most used scenes for groups are for sharing workspaces and sheets.
If you are sharing by individual email address etc., it is difficult to manage and there is an increased risk that workspaces and sheets will be shared with unnecessary people... (I wrote it in the shared explanation,Security best practices to minimize sharingis. )
Easy to find unnecessary shares
If you share it by individual e-mail, update omission may occur at the time of transfer.Another problem is that it is difficult to check if unnecessary people are being shared.
If you're sharing in a group, you'll be immediately aware of any additional individual email address-based sharing, so you can avoid leaving more sharing than you need.
Efficient management
It is difficult to manage if you leave sharing of workspaces and sheets by individual emails as they are.Especially when sharing by individual email, it will be difficult if there is a change of people.
Efficient response to personnel changes
For example, let's say Mr. A is shared by email in XNUMX workspaces and XNUMX sheets in the sales department. If Mr. A moves to the accounting department, he will have to change the sharing of a total of XNUMX seats, XNUMX of which and the destination, for example, XNUMX seats.
But,If you manage it as a group, you can simply remove it from the sales group and add it to the accounting department group.
Similar problems arise when new employees are hired.especiallyIn the case of an organization that is hired and has a large number of transfers on April XNUMX, there may be hundreds of Smartsheet sheets in the entire company, so if you manage sharing by individual email, it will be out of control. increase.
This is the reason why group sharing is essential for organizations of a certain size or larger in terms of security and management efficiency.
Best practices for sharing by groups and workspaces
WorkspaceBy using, you can manage the sharing of contents such as sheets to be put in each workspace.
It's not covered in detail in the introductory part of the Smartsheet help article, but it's a very important feature.
このA combination of workspaces and groups is a best practice for shared management in your organization, both in terms of security and efficient management.
Workspace setting example in the company
Like the image belowCreate workspaces according to your company's organization and create individual workspacesFor example, in the general affairs workspace, the editorial authority of the general affairs group and the commenter authority of the executive group, etc.Grant sharing privileges on a group-by-group basis.
In this general affairs workspace, folders such as seals, company events, and documents are created and managed, but the sharing authority set for each work pace is applied to the sheets in all folders. (It is possible to set different settings for workspace permissions on individual sheets.)
Group setting example in the company
Group settings are made from the management screen below.
See the original Smarthsheet help article below for how to create a group.
Group or workspace order (Tips)
Numeric prefixes such as 01 general affairs, 02 accounting before the name of the group or workspaceIs attached.This will sort them alphabetically by default.Arrange groups and workspaces as you wishYou can.
Also, when sharing, enter 0 to see candidates.
Example of employee list sheet for sharing settings in the company
Below is a help article for the original Smartsheet
Important points for readabilityTaiziI made it.
Creating a group of Smartsheets makes it easy and quickControl access to seats and workspacesI can do it.New employees and teams Add her members to groups to get Smartsheet out of the box, orIf anyone leaves the organization, remove it from the group so that it will not be accessible in the future.I will.
Follow the step-by-step instructions to set up a group of Smartsheets.
Manage and use Smartsheet contact groups
The group management feature allows group administrators to group contacts into groups so that users with business or enterprise plans can quickly share and send information to all users in the group. Is possible.
To create and manage groups, you must be designated as a group administrator in your business or enterprise plan.Once a group is set up, users enrolled in a business or enterprise plan can share and send information to that group.
Required permissions
To be granted group administrator privilegesLicensed userMust be.For more information on how to appoint a user as a group administrator, seeUser management."
Note: Enterprise plan system administrators can limit who can be added to a group so that only users within the organization's account can join the group.For more information, seeSecurity control."
Creating a group
- [account] > [account management] > [Group management] Click (orClick here) To do.
All existing groups listedGroup management The form is displayed.
- [Create Group] Click the button[New group] The form is displayed.
- Give the group a name (for example, the sales team) and enter a description.
- [create] Click.
A form opens listing all group members that are present at that time.By default, your email contains only her address.
- To add members to a group[Add to group] Click the button.
- As you enter the name or email address registered in your Smartsheet contact list, the automatic resolution feature will display suggestions in a dropdown.
There are no conditions for the contacts you add.You don't have to be a Business Plan or Enterprise Plan user, and you don't have to be a user of his Smartsheet.
[Add to group] The form refreshes to show the list of contacts selected in the previous step. [keep] Click to complete adding the user to the group.
Tip: If you want to add members to a group from a CSV or XLSX file in bulk, open the file in Notepad or Excel and copy the entire list. [Add to group] You can paste it into a form. If you are using Excel, make sure all email addresses are listed in one column. - Once you've added it to the group[keep] Click.
For working with Smartsheet contacts, add them to your groupCreate a new contactSee the article about.
Manage existing groups
The group can be managed by the owner of the group or the system administrator of the account.
- [account] > [account management] > [Group management] Click (orClick here) Then, a list of groups created by that group administrator will be displayed.
- To make changes to the group, the drop-down arrow to the left of the group name
Click.
The following is a description of the available options.
Edit group: The members belonging to the group at that time are listed.With this option selected, you can:
- Add members to the group: [Add to group] Click the button and select the contacts you want to add to the group from your Smartsheet contact list.All the sheets shared to that group will also have those contacts added.
- Remove member from group: Select the name of the member you want to remove and select[Remove from group] Click.The member is also removed from all sheets shared by that group.
- Edit group name and description: Next to the group name[edit] Click the link.
System Administrator Only – Download Group Sheet Access Report (csv): Downloads a file listing the sheet names shared to the selected group.This file contains the name of the owner of the sheet, the level of permission for the group's sheet, and the date the sheet was last modified.
Note: This option is only available to system administrators. For more information on other Smartsheet user types, seeAccount-level user types for business and enterprise plans."
Group ownership transfer: Group ownership to other business or enterprise accountsGroup administrator.
Delete group: Remove the group from the list.This also removes the group from all shared sheets and to all email destinations that are regularly sent to group members.This operation is irreversible and should be done with caution.
Send or share information using groups
When you set up a group in Smartsheet, Business Plan or Enterprise Plan users can use the group name to send information to that group and share items with that group.
Send information to the group by email
You can use the send feature to send an email to the entire group (for more information on how to share Smartsheet information by email, seeShare sheet information by email"please look at).
To send to a group[destination] As you type the name of the group in the box, you'll see suggestions in the dropdown.
Share Smartsheet items with groups
To share a Smartsheet item (sheet, report, or dashboard) with a group:
- Smartsheet Top right of screen [share] Click the button.
- In the Share Sheet form [Invitation of collaborators] Enter the group name in the box (or[Select Contact]
Click to select the group name from the list of contacts).
You will be prompted to select a sharing permission level.The privilege level applies to all members of that group.
When a sheet is shared with a group, the group name will be included in the list of users with whom the sheet is shared. (This is the top right corner of the Smartsheet screen [share] You can check it at any time by clicking the button. )
Keep the following in mind when sharing with groups:
- If you are shared on a sheet as a group member, you must remove the entire group from that sheet sharing to be removed from the sheet sharing.
- Anyone with the same Smartsheet plan as your group can see the member's email address and name by clicking on the group name and selecting View Group Members. Users who do not have a Smartsheet plan can only see the group name if they are not members of an external group.
Note: Users who are not members of an organization / organization will no longer be able to share sheets with groups and will not see the dropdown arrow here. - When you send a sheet or row to a group, the email does not reach you, but it does reach all other group members.To receive a copy of the email, at the bottom of the window [Put yourself in CC] Select the check box.
- If collaborators are shared on the same sheet, both as group members and as individuals, the higher privilege level applies to that account. For example, if a sheet is shared with editor privileges to the group to which user A belongs, and at the same time the same sheet is shared with user A's own email address with administrator privileges, user A accesses the sheet as an administrator. , The remaining members of the group are only granted editor-level privileges.
- If you don't want to share it with the whole group, the dropdown arrow next to the group name