9. Share

* This color is an additional explanation by Cloudsmart.

Sharing is a central feature of Smartsheet.This feature allows internal and external stakeholders to see the latest information updated by the right users at the right time.You can share the entire or only part of the sheet, or set the administrative permission level for each user to manage the usage capabilities of shared users.

Follow the step-by-step instructions to share your sheet.

Summary: Sharing sheets, reports, and dashboards

You can collaborate with other members by sharing Smartsheet items (sheets, reports, or dashboards) and allowing sharing requests from team members.

Sharing best practices

Consideration for those who receive sharing

We recommend that you take some precautions when sharing so that the person who received the sharing does not get in trouble.
If it is troublesome, I often share it as it isHowever, with a little effort, the people who share it will understand the purpose and how to use Smartsheet, and as a result, it will be a satisfying collaboration.

Enter the purpose of the invitation in the details of the invitation

After entering the collaborator's email address, optionally add a message to the Invitation Details that describes what you're sharing...This is to help you understand why you received the share.

You can also update the "subject" of the shared message, so if you want to share it with a team member who is just starting out with Smartsheet, along with the "invitation details"Devise a subject so that you know what is expected.

Invitation details
Explaining to Mr. Ito why he is sharing the sheet
"Default view" settings

You can change the default view of the sheet to include shared filters.This will result inAn easy-to-read view of the most relevant information for the shared personYou can access it with.(Considering the possibility that the person who received the share does not know how to change the view.)

Set a default view to assist co-owners
Set filters, views, etc., how the person who received the share first sees the sheet
Consideration for access to co-owner's seats
  • When you share, an email with a link to the shared sheet will be sent to the other party.
  • If the person has a Smartsheet account, you can access that sheet directly.
  • The problem is when collaborators are new to Smartsheet.I often give up using it because I don't know what to do.For first-time users, be sure to set a password and create a free user account to view your work.
  • The trick to getting collaborators to use Smartsheet is to add a brief note on what to do with the "Invitation Details" above.

Consideration for security (Minimize sharing privileges

Also, from a security point of viewMinimize sharing privilegesHowever, when you receive a sharing request from the person who needs it, it is safe to examine the other person and share it.

  • Do I need to see the whole sheet?
    • If you don't need it,レポート"Or"Update requestAllows you to view and edit only some rows and some columns.
  • Is it necessary to give edit permission to the sheet?
    • If you can read or read + comment, grant the authority of view and commenter.
    • By mistake (or maliciously) when giving edit permissionDelete all lines *Will be possible.
      • * If all lines have been deleted, "" from the activity logSnapshot request"(See image below)to hold.However, since it is provided in Excel format, it will take some effort to spread it before deleting all lines.
    • If you're worried, lock the rows and columns you need.
  • Do I need to give seat sharing rights?
    • Particular attention should be paid to granting sharing privileges.
    • If you do not restrict sharing outside the organization *, you may share the sheet with users outside the organization and information may be leaked outside the organization.
    • The editor (not shareable) carefully examines whether it is inadequate.
    • * In the enterprise plan, "Setting up an accepted domain share list"I can.
Snapshot request

As mentioned above, a sharer with edit permissions can delete the entire sheet.
In such cases, click the activity list from the menu on the right, as shown in the image below, and request a snapshot from the undeleted log.

Snapshot request
Enterprise plan approved domain sharing list

If you've given sharing privileges, it's a good idea to limit the scope of sharing in the approved domain sharing list.
You must have an enterprise plan to take advantage of the accepted domain sharing list.

List of approved shared domains

Shared indicator (Simultaneous editingProblem of)

Shows who is viewing the sheet and notifies you when changes are made.
Frequently asked questions"Why is my editing overwritten by another editor?"There is something like.Smartsheet gives priority to the first "save" editSo that happens.

  • Suppose another editor other than yourself is accessing the sheet, and you and another editor edit the same cell respectively.
  • If either saves first, the other editor will be notified that the change has been made.
  • At that point, when updating to the latest information, you will be asked if you want to save or not save your changes.
  • If you save, your changes will be saved and your edits will be up to date after the saved content of others.
  • If you do not save it, your edits will disappear and others will be up to date.

People using Google Sheets may be confused by the behavior of simultaneous editing in Smartsheet, as other people's changes happen in real time.I can't say which one is better, but with Smartsheet, you can easily trace the cell history (Google Sheets has also added this feature), so don't worry if you save it.
One thing to keep in mind is that if you spend dozens of minutes writing a complicated function, for example, but you update it without saving it with "There was a change in the sheet", the function is not saved, so the history However, I have to start over from the beginning.

Sharing by group or workspace

In addition, it is easier to manage by group unit and workspace unit as much as possible instead of individual mail, and it is possible to prevent unintended sharing status.

Specifically, create a group for each company organization or project team, and share the workspace with each group.It's like sharing a group of Sales Section XNUMX and Sales Section XNUMX in the workspace of the sales department.
That way, you don't have to edit individual sheet or workspace shares each time, but keep group members up-to-date when you move.
For example, like the sheet below, create a sheet that lists what kind of groups and workspaces the members of the entire company belong to, update it at the time of personnel changes, etc., and based on this, groups and workspaces If you replace the members of, you can secure the sharing as intended.

group management sheet
https://app.smartsheet.com/b/publish?EQBCT=1bc3780348484e8286605af5e16025fe

The appropriate sharing method depends on the number of items you share and the number of people you share.

  • A few membersToItems one by oneIf you want to share, see the sharing instructions in this article (for information about the existence of items in your workspace, see the article in this article.Sharing items in the workspaceSee the section).
  • Group of usersIf you want to share one or more items with, use the workspace.For details on this sharing method, see "Creating and deleting workspaces"and"Workspace sharing."

Mini commentary on workspace

  • Workspaces are a convenient place to put together sheets, reports, templates, and dashboards.You can also share your workspace with others.
  • Workspace sharing allows you to share all related items in the same group.
  • When new items are added to a workspace, the sharing permissions, color schemes, and branding that apply to that workspace are automatically inherited, making your workspace consistent.
  • You can also share individual sheets in your workspace.

Here are some best practices after sharing an item: Learn more about what sharing makes possible.Working with multiple collaborators."

"" In the box aboveWorking with multiple collaboratorsFor "-> aboveShared indicator (Simultaneous editingProblem of)Commentary in


Overview of permission levels and sharing

Shared users must log in to Smartsheet to access the item.To control a user's access level, set the user's sharing permission level to Viewer, Commenter, Editor, or Administrator. Unshare items and change collaborator permission levelsCan be done at any time. For more information on Smartsheet sharing permissions, seeSharing permission level."

Mini commentary on permissions

  • Viewers have access to all the information in the sheet, but cannot edit or modify it.For this reason,The information on the sheet will not be accidentally changed or deleted.
  • If you choose an editor, you can edit the sheet and add files and comments, but you cannot change the layout of the columns.Great for getting the right information from your collaborators.
    • There are two types of editor privileges:
      • Editors (possible to share) can share the sheet with others.
      • Editors (not shareable) cannot share.
  • The Administrator role allows collaborators with a license for their Smartsheet to add or remove the following: (Collaborators, change of authority, change of sheet contents and structure)
    • Administrator privileges are ideal for closest collaborators and team members who co-own projects supported by the seat.

Report sharing: You also need to share the original sheet(→ This is important)

If your report and another user's report with which the same report is shared differ, that is, if the information is missing or blank, then that user may not have shared all of the original sheet. There is sex.

For security reasonsYou cannot view information on sheets that you have not shared in the report. For example, suppose you create a report based on three sheets and share this report to a user who has sharing permissions on only one of the sheets.When this user opens the report, only the rows extracted from the shared sheet are displayed.If neither sheet is shared, the report will be blank.

Shared management between system administrators and group administrators

System AdministratorAllows you to remove a user from sharing an item owned by a licensed user in your account.For more information, seeRemove collaborators from sharing all sheets"Please refer to.

Group administratorCan also remove a member from a group so that all items shared in that group are not available to that member.Detail is,Manage and use Smartsheet contact groupsSee the article about.

Other information sharing methods

You can also share a piece of information without sharing the entire sheet.

Update request

  • Smartsheet Whether you have an account or a shared sheet, It is possible to send important row update requests to collaborators.
  • On requestYou can select which columns to display to collaborators, so you can view and update specific rows and columns without sharing the entire sheet.
  • If sheet sharing is inappropriate, it's a good idea to consider an update request first.
Only the update request email, required lines and items have been sent

SEND(line)

  • To share the selected item, select one or more rows and select the row menu icon.
  • You can share by email by selecting the "Send" option.
  • If you want to send a specific column of the sheet instead of the entire row, you can use the Edit option to select the relevant columns to include in the email.

Send (whole sheet)

If you want to share a still image of the entire sheet, you can send it as an attachment to a PDF or Excel file in "File".

Publishing the sheet

If you publish the sheet, you can share it in real time without having the viewer log in.

Reports and dashboards

Reports and dashboards allow you to share only part of a sheet.
Share sheet cell information on the dashboardMetric widgetAn example is the use of.
As mentioned above, if you don't share the original sheet in the report, the person who received the sharing will not see anything, but you will not share the sheet,By adding a report to the dashboard and sharing the dashboard, you can share only some of the information in the sheet you narrowed down in the report without sharing the original sheet.Is possible.

Project information metrics