Sharing Permission Levels

When you share a sheet with someone, you can specify the sharing permission level with Viewer, Editor, or Admin level access to it. The permission level determines the features available to a collaborator for the item you're sharing (a sheet, report, or workspace for example). If you create an item, you are the Owner of that item.

In this article:

If you are looking for information about sharing permission levels for sharing a dashboard, please see Sharing a Smartsheet Dashboard.

The sharing permission level on a sheet isn't related to your account user type. For example, it's possible to be a System Admin on a multi-user account with only Viewer-level sharing access to a particular sheet; or, you could be a free collaborator with Admin-level sharing access to a sheet.

To learn more about the difference between permissions and account user types, see the visual guide Infographic: User Types and Sharing Permissions Explained or review our help article on User Types.

Some features listed here are available only to licensed customers. Not sure whether you have a license? See Identify Your Smartsheet Plan and User Type.


Sharing Permission Levels on Sheets

Sheet Management

Available OptionsViewerEditorAdminOwner
View all sheet data, including commentsYesYesYesYes
Edit unlocked rows and columns in a sheetNoYesYesYes
Edit cells in locked columns or rowsNoNoYesYes
Insert rowsNoYesYesYes

Insert, rename & delete columns, change column properties*

Learn more >

NoNoYesYes
Move columns within a sheet*NoNoYesYes

Hide or unhide columns*

Learn more >

NoNoYesYes
Move rows within a sheetNoYesYesYes
Move rows to another sheet

Learn more >
NoYesYesYes

Lock or unlock columns and rows*

Learn more >

NoNoYesYes
Delete unlocked rowsNoYesYesYes

Edit conditional formatting rules*

Learn more >

NoNoYesYes
Enable or disable Highlight Changes in a sheet or reportNoYesYesYes

Export a sheet or report

Learn more > 

YesYesYesYes
Sort unlocked rows and freeze columns without savingYesYesYesYes
Sort locked rowsNoNoYesYes
Save changes after sorting rows or freezing columnsNoYesYesYes
Add new attachments and comments in a sheet or reportNoYesYesYes
Download attachments in a sheet or reportYesYesYesYes
Filter data in sheets with the "Unnamed Filter"YesYesYesYes
Name filters to save themNoYesYesYes
Apply saved filters (not available in single-user plan types)YesYesYesYes
Create, edit, and delete shared filters (not available in single-user plan types)*NoNoYesYes

Use the Save as New command to save the sheet as a new sheet*

Learn more >

YesYesYesYes

Save a sheet as a template*

Learn more >

YesYesYesYes

Rename a sheet or report

Learn more >

NoNoNoYes

Delete a sheet or report/restore a deleted sheet or report

Learn more >

NoNoNoYes

NOTE: Any collaborator with Admin access to a workspace will also have the ability to delete and re-name the sheets it contains. If a sheet is deleted from a workspace, it's recoverable for 30 days from the Admin and sheet owner's Deleted Items folder.

*Available only to licensed users

Collaboration

Available OptionsViewerEditorAdminOwner
Share a sheet or reportNoYesYesYes
Change the sharing permissions of other collaborators (for example, from Editor to Admin)NoNoYesYes

Send a sheet or report via email to self or others

More info>

YesYesYesYes
Send rows via email to self or others*YesYesYesYes

Publish a sheet or report (business and enterprise accounts only)*

Learn more >

NoNoYesYes

Create and manage forms*

Learn more >

NoNoYesYes
Send and edit Update Requests*NoYesYesYes

*Available only to licensed users

Automation

Available OptionsViewerEditorAdminOwner
Create and edit own row-level remindersYesYesYesYes
Create and edit sheet-level reminders for self or others*NoNoYesYes

Create and edit automated workflows (e.g., notifications, approval requests, and automated update requests)*

(Can disable or delete any automated workflows for themselves)

NoNoYesYes

*Available only to licensed users

Project Management

Available OptionsViewerEditorAdminOwner

Enable dependencies on a project sheet*

Learn more >

NoNoYesYes
Edit dependency settings*NoNoYesYes

*Available only to licensed users

Reports

Available OptionsViewerEditorAdminOwner
View all report data in all columns, including comments (if user is also shared to the underlying source sheets)YesYesYesYes
Refresh and run the report to update its contentYesYesYesYes
Edit unlocked rows and columns (if user also has editing permission in the source sheets)NoYesYesYes
Freeze columnsNoYesYesYes
Modify the Report Builder criteria*NoNoYesYes
Sort the reportNoNoYesYes
Rearrange columnsNoNoYesYes
Add and remove columns*NoNoYesYes

*Available only to licensed users

Reports in Workspaces

Anyone with Admin-permissions to a workspace will have the ability to delete and re-name the reports it contains. If a report is deleted from a workspace it's recoverable for 30 days from the Admin and sheet owner's Deleted Items folder.

Was this article helpful?
YesNo