Group Management enables a Group Admin to organize contacts into groups so that anyone using a multi-user Smartsheet plan can quickly share and send information to all of the people in the group.
You must be designated as a Group Admin on a multi-user plan (Business or Enterprise) to create and manage groups. Once a group is set up, anyone on the multi-user plan will be able to share and send information to that group.
You must be a licensed user in order to be granted Group Admin permissions. For information about making someone a Group Admin, see Managing Users.
NOTE: System Admins on Enterprise plans can restrict who can be added to groups such that only people who are in your organization's account are allowed in the group. For more information, see the Security Controls help article.
Create a Group
- Click Account > Account Admin > Group Management (or click here).
The Group Management form appears, listing all existing groups.
- Click the Create a Group button to display the New Group form.
- Name your group (for example: Sales Team) and give it a description.
- Click Create.
A form will appear listing all current group members. By default, only your email address will be included.
- To add members to the group, click the Add to Group button.
- Begin typing in the name or email address of a contact in your Smartsheet Contacts list and they will appear in the drop-down list via auto-resolve.
You can add any contact you like—a contact doesn't have to be part of your multi-user plan or even a current Smartsheet user.
The Add To Group form will be updated to show the list of contacts that you selected in the previous step. Click Save to complete the addition of the users to the group.
TIP: If you wish to add members to your group in bulk from a CSV or XLSX file, you can open the file in Notepad or Excel then copy and paste the full list into the Add To Group form. If you're using Excel, ensure that all the email addresses are listed in a single column.
- When you're finished adding to the group, click Save.
For more information about working with Smartsheet contacts, see create new contacts that you can then add to the group.
Manage an Existing Group
A group can be managed by its owner or by any System Admin on the account.
- Click Account > Account Admin > Group Management (or click here) to display a list of existing groups created by Group Admins.
- To make changes to the group, click the drop-down arrow to the left of the group name.
Here are descriptions of the available options.
Edit Group: Displays a list of members currently in the group. Here's what you can do when you choose this option:
- Add members to the group: Click the Add to Group button to select contacts from your Smartsheet Contact list to include in the group. This will also add them to all sheets shared to the group.
- Remove members from the group: click on the name(s) of the member(s) you'd like to remove, then click Remove from Group. This will also remove the member from sheets that are shared to the group.
- Edit group name and description: Click the Edit link next to the group's name.
System Admins Only—Download Group Sheet Access Report (csv): Downloads a file to your computer listing the name of each sheet that is shared to the selected group. The file also includes the sheet owner's name, group's permission level to the sheet and the date of the sheet's last modification.
NOTE: This option is available to System Admins only. For more information on the different user types in Smartsheet, see Account-Level User Types for Multi-User Plans.
Transfer Group Ownership: Transfers ownership of the group to another Group Admin on the multi-user account.
Delete Group: Deletes the group from the list. This will also remove the group from any sheets it it currently shared to and any recurring emails that are being sent to its members. This action can't be undone so proceed with caution.
Use a Group to Send or Share Information
Once a group is set up in Smartsheet, anyone on the the multi-user plan can use the group name to send information to or share items with that group.
Send Information to a Group via Email
You can use the Send feature to send email to an entire group (for more specific information about sharing Smartsheet information in email, see Share Sheet Information in Email).
To send to the group, in the To box, begin typing the name of the group to see it appear in the drop-down list.
Share a Smartsheet Item with a Group
To share a Smartsheet item (sheet, report, or dashboard) with a group:
- Click the Share button in the upper-right corner of the Smartsheet window.
- In the Sheet Sharing form, in the Invite Collaborators box, type the group name (or click Select Contacts to select the group name from your list of contacts).
You'll be prompted to select a sharing permission level. This permission level will apply to all members in the group.
Once the sheet is shared to the group, you'll see group name included in the list of people who are shared to the sheet. (You can see this at any time by clicking the Share button in the upper-right corner of the Smartsheet window.)
Here are some things to keep in mind when you share with a group:
- When someone is shared to a sheet as part of a group, they can't be removed from the sheet without removing the entire group.
- Anyone on the same Smartsheet plan as the group can click the group name and select View Group Members to reveal the email addresses and names of its members. Anyone not on the Smartsheet plan will only be able to see the group name, unless they are a member of the external group.
Note: Users who are not members of the organization will not be able to share a sheet with a group, and the dropdown arrow won’t be displayed at this point.
- If you send a sheet or row to a group you're part of, you won't receive the email, but everyone else in the group will. Check the Cc Me box at the bottom of the window to receive a copy of the email.
- If a collaborator is shared to a sheet both as part of a group and individually, the highest permission level will be applied to their account. For example, if User A's group is shared to a sheet with Editor permission and the sheet was also shared to User A's individual email address with Admin permission, User A will be able to access the sheet as an Admin while the rest of the group will have only Editor-level permissions.
- If you don't want to share with an entire group, you can the drop-down arrow next to the group's name and click Expand. When you do this, you'll replace the group name with the email addresses of the group's members. You can remove individuals as needed. Once you do this, the sheet will be shared to the individuals, NOT the group; so, adding or removing users from the group won't have any impact on sharing to that sheet.