You can create a copy of any folder or workspace accessible to you. Copying a workspace or folder makes it easy, for example, to re-create a set of sheets to be used for a new project or client.
You can copy a folder or workspace that contains up to 100 items (including sheets, reports, dashboards, templates, and sub-folders).
Required Account Types
You must be a licensed user to own sheets; subsequently, you'll need a license to create a copy of any folder or workspace containing sheets. You'll need to be subscribed to a plan that includes reports in order to copy a folder or workspace containing reports. (Not sure about what account type you have? See Identify Your Smartsheet Plan and User Type.)
Create a Copy of a Folder or Workspace
To create a copy of a folder or workspace:
- Click the Menu icon (upper-left corner of the Smartsheet window) > Home.
- In the left pane, right-click the name of a workspace or folder.
- Select Save as New.
The Save as New form appears.
- Enter a name for the new workspace or folder.
NOTE: While you can set a new name for the workspace or folder copy, the names of any sheets, reports and templates contained will exactly match the originals. You can rename them after making the copy if desired.
- Click the arrows to see the choices under Keep Notifications & Sharing and Keep & Data Formatting to review whether you want to retain the items described there.
- Choose whether reports and cell links will refer to the Newly created sheets or the Original sheets.
If you select Newly created sheets, the report builder will update to pull information from the new sheets in the copied folder and outbound cell links will also re-map to the sheet copies.
If you select Original sheets, if the folder or workspace you're copying contains a report that references sheets within that same folder, the copied report will continue to reference those sheets in the original folder. Similarly, if there's a sheet in the folder or workspace with outbound cell links to another sheet in that same folder, the copy of that sheet won't include them.
- Click OK.
The new folder or workspace appears in the left pane under Home.
NOTE: When you copy a folder or workspace that contains a report, the Report Builder criteria in the copy will exactly match the criteria in the original report, except when the Where section lists sheets contained in the same folder/workspace as the report. In this case, Smartsheet automatically updates the Where section of the copied Report Builder to pull results in from the new sheets in the copied folder/workspace (rather than continuing to pull results from the sheets in the original folder/workspace).
What Is Retained When You Make a Copy
The following items from the original will always be saved to the new copy:
- The subfolder structure
- Conditional formatting rules
You can choose whether to keep these things:
- Automated Workflow & Alert Options
- Various aspects of sheet and data formatting.
Not sure what to choose under Data & Formatting Options? Here's more information to help.
Sheet data and formatting: includes information typed into cells and formatting manually applied to them. If unchecked, copied sheets will retain column names and types but all rows will be left blank.
Comments: includes all row, sheet, and workspace (if copying a workspace) comments.
Attachments: includes all row, sheet and workspace (if copying a workspace) attachments.
Cell links and cross-sheet references: preserves cell links. If unchecked, the cell data will be retained in the sheet copy, but will no longer be linked.
Sheet hyperlinks: maintains hyperlinks to other sheets. If unchecked, the cell data will be retained in the sheet copy, but will no longer be hyperlinked.
Shared sheet filters: retains filters created for the sheet.
Forms: includes any forms that have been added to the sheets.
Workspace branding (workspace copy only): the copied workspace will inherit the same colors & logo as the original. If unchecked, the new workspace will inherit the colors & logo set up on your Smartsheet account.