Sharing Permission Levels

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

When you share a sheet with someone, you can specify the sharing permission level with Viewer, Commenter, 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.

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 Business or Enterprise 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 user types and permission levels, 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 Options

Viewer

Commenter

Editor

Admin

Owner

View all sheet data, including comments

Yes

Yes

Yes

Yes

Yes

Edit unlocked rows and columns in a sheet

No

No

Yes

Yes

Yes

Edit cells in locked columns or rows

No

No

No

Yes

Yes

Insert rows

No

No

Yes

Yes

Yes

Insert, rename & delete columns, change column properties*

Learn more >

No

No

No

Yes

Yes

Move columns within a sheet*

No

No

No

Yes

Yes

Hide or unhide columns*

Learn more >

No

No

No

Yes

Yes

Move rows within a sheet

No

No

Yes

Yes

Yes

Move rows to another sheet

 

Learn more >

No

No

Yes

Yes

Yes

Lock or unlock columns and rows*

Learn more >

No

No

No

Yes

Yes

Delete unlocked rows

No

No

Yes

Yes

Yes

Edit conditional formatting rules*

Learn more >

No

No

No

Yes

Yes

Enable or disable Highlight Changes in a sheet or report

No

No

Yes

Yes

Yes

Export a sheet or report

Learn more >

Yes

Yes

Yes

Yes

Yes

Sort unlocked rows and freeze columns without saving

Yes

Yes

Yes

Yes

Yes

Sort locked rows

No

No

No

Yes

Yes

Save changes after sorting rows or freezing columns

No

No

Yes

Yes

Yes

Add new attachments and comments in a sheet or report

No

Yes

Yes

Yes

Yes

Download attachments in a sheet or report

Yes

Yes

Yes

Yes

Yes

Filter data in sheets with the "Unnamed Filter"

Yes

Yes

Yes

Yes

Yes

Name filters to save them

No

No

Yes

Yes

Yes

Apply saved filters (not available for Pro plan)

Yes

Yes

Yes

Yes

Yes

Create, edit, and delete shared filters (not available for Pro plan)*

No

No

No

Yes

Yes

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

Learn more >

Yes

Yes

Yes

Yes

Yes

Save a sheet as a template*

Learn more >

Yes

Yes

Yes

Yes

Yes

Rename a sheet or report

Learn more >

No

No

No

No

Yes

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

Learn more >

No

No

No

No

Yes

Create a connection from a sheet to a DataTable

Learn more >

No No No Yes Yes

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 Options

Viewer

Commenter

Editor

Admin

Owner

Share a sheet or report

No

No

Yes

Yes

Yes

Change the sharing permissions of other collaborators (for example, from Editor to Admin)

No

No

No

Yes

Yes

Send a sheet or report via email to self or others

More info>

Yes

Yes

Yes

Yes

Yes

Send rows via email to self or others*

Yes

Yes

Yes

Yes

Yes

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

Learn more >

No

No

No

Yes

Yes

Create and manage forms*

Learn more >

No

No

No

Yes

Yes

Send and edit Update Requests*

No

No

Yes

Yes

Yes

*Available only to licensed users

Automation

Available Options

Viewer

Commenter

Editor

Admin

Owner

Create and edit own row-level reminders

Yes

Yes

Yes

Yes

Yes

Create and edit sheet-level reminders for self or others*

No

No

No

Yes

Yes

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

(Can disable or delete any automated workflows for themselves)

No

No

No

Yes

Yes

*Available only to licensed users

Project Management

Available Options

Viewer

Commenter

Editor

Admin

Owner

Enable dependencies on a project sheet*

Learn more >

No

No

No

Yes

Yes

Edit dependency settings*

No

No

No

Yes

Yes

*Available only to licensed users

Reports

Available Options

Viewer

Commenter

Editor

Admin

Owner

View all report data in all columns, including comments (if user is also shared to the underlying source sheets)

Yes

Yes

Yes

Yes

Yes

Refresh and run the report to update its content

Yes

Yes

Yes

Yes

Yes

Edit unlocked rows and columns (if user also has editing permission in the source sheets)

No

No

Yes

Yes

Yes

Freeze columns

No

No

Yes

Yes

Yes

Modify the Report Builder criteria*

No

No

No

Yes

Yes

Sort the report*

No

No

No

Yes

Yes

Rearrange columns

No

No

No

Yes

Yes

Add and remove columns*

No

No

No

Yes

Yes

*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.