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

Available OptionsViewerEditorAdminOwner

View all the sheet data, including comments

YesYesYesYes

Export a sheet

Learn more > 

YesYesYesYes

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

Learn more >

YesYesYesYes
Send the sheet, or rows through email to themselves or othersYesYesYesYes
Download attachmentsYesYesYesYes
Set own reminders and notificationsYesYesYesYes
Sort rows and freeze columns for their own purposes, but can’t save these changesYesYesYesYes
Filter data in sheets with the "Unnamed Filter"YesYesYesYes
Apply saved filters (not available in single-user plan types)YesYesYesYes
Edit the sheetNoYesYesYes
Share the sheetNoYesYesYes
Edit unlocked rows and columnsNoYesYesYes
Insert rowsNoYesYesYes
Delete unlocked rowsNoYesYesYes
Add new attachments and commentsNoYesYesYes
Sort unlocked rows and freeze columnsNoYesYesYes
Filter data in sheets, name filters to save them NoYesYesYes
Send Update RequestsNoYesYesYes
Move rows within the sheet or to another sheet

NOTE: If you move or copy rows to another sheet, the destination sheet must have the same column names as the source sheet. If the two sheets have different column names, the copy or move will create new columns.

You must have a license and be shared to the destination sheet with Admin-level permissions to create new columns in it. For more information about moving rows, see Move Rows, Columns, or Cells.
NoYesYesYes
Change the sharing permissions of other collaborators (for example, from Editor to Admin)NoNoYesYes

Insert, rename & delete columns, change column properties (licensed Admins only)

Learn more >

NoNoYesYes
Move columns within the sheet (licensed Admins only)NoNoYesYes
Share saved filters so that others can use them (not available in single-user plan types)NoNoYesYes

Hide or unhide columns (licensed Admins only)

Learn more >

NoNoYesYes

Lock or unlock columns and rows

Learn more >

NoNoYesYes

Edit cells in locked columns or rows

 

NoNoYesYes

Set alerts for others

Learn more >

 

NoNoYesYes

Edit conditional formatting rules

Learn more >

NoNoYesYes

Create and manage forms (licensed Admins only)

Learn more >

NoNoYesYes

Enable dependencies on a project sheet:

  • If all required columns (start, end, duration, predecessors) already exist in the sheet, both licensed and unlicensed Admins can enable dependencies.
  • If the sheet doesn't contain a required column, only a licensed Admin is able to enable dependencies as doing so will require Smartsheet to insert new columns.

Learn more >

NoNoYesYes

Edit dependency settings

Learn more >

NoNoYesYes

Publish the sheet (business and enterprise only)

Learn more >

NoNoYesYes

Create and edit an automated update request or approval request rule.

Learn more >

NoNoYesYes

Delete a sheet or restore a deleted sheet

Learn more >

NoNoNoYes

Rename a sheet

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.


Sharing Permission Levels on Reports

Available OptionsViewerEditorAdminOwner

Refresh and run the report to update its content

YesYesYesYes
View all report data in all columns, including comments (if they're also shared to the underlying source sheets)YesYesYesYes
Export the reportYesYesYesYes
Download attachmentsYesYesYesYes
Send the report through email to themselves or others

More info> 
YesYesYesYes
Edit unlocked rows and columns (if they also have permission to the sheets)NoYesYesYes
Add new attachments and commentsNoYesYesYes
Freeze columnsNoYesYesYes
Enable or disable Highlight ChangesNoYesYesYes
Share with others if allowedNoYesYesYes
Change the sharing permissions of other collaborators (for example, from Editor to Admin)NoNoYesYes
Edit unlocked rows and columnsNoNoYesYes
Modify the Report Builder criteriaNoNoYesYes
Sort the reportNoNoYesYes
Add, rearrange, and remove columns from the reportNoNoYesYes
Publish the reportNoNoYesYes
Rename the reportNoNoNoYes
Delete the reportNoNoNoYes

 

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.

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