Dynamic View: Create and manage views of your data

You can surface information on a row with a vendor, allowing them to view and edit that data – and only that data. Dynamic View ensures the vendor won't have access to data you don't want them to see.

To create a highly personalized experience, embed a Dynamic View in a Smartsheet dashboard using the web content widget.

Before you create views in Dynamic View

1. Make sure you have all the Dynamic View app essentials in place.
2. Create the source sheets and reports to hold your process and set permissions for view creators.

Start a new view

1. Sign in to Dynamic View with your Smartsheet credentials.
2. In the upper-right area of the screen, select Create View. You will see the sheets and reports available to create new Dynamic Views. 
3. Select the item to create your View from, and select Create. If you selected the wrong source item, create another new view. You can't go back and select a different source item.

Name your View and set overall permissions

Enter a name for the View, set what people can view, and if they can add new items to a source sheet.

Here are a few things to know about the settings in this step:

• Review by current user: You can filter a user's View on the tasks assigned to them via the Contact List column. 
• Restrict View by sheet filter: Sheet filters help you refine what data appears in the View. 
• New Item Submission: You can allow users to create new entries. When defining your sources, if you allow new item submissions and your source is a report, specify the underlying sheet—not just the report. 

If you gather information from a wide range of users, you may find it useful to create a form instead. A form will ensure your data is consistent – and it's another way to ensure everyone uses their View correctly.

Select which fields appear in the grid

1. In the Available fields section, select the fields you want to display in the View.
2. To filter data on specific fields, add any dropdown or symbol fields from your source data. For example, if you want to filter your View by the status of tasks, you must first add the status field to Visible fields.
3. Optional: Add attachments or comments with the following settings:  
   •  Attachments
     • Display attachments
     • Users can add attachments
   • Comments
     • Display comments
     • Users can add comments

The fields you select in this step will appear as columns and rows in the Dynamic View. If you want to show fields only when certain conditions apply, don't add them in the Visible fields section. Instead, set the conditions or logic on the Details Panel tab.

Configure the details pane 

When the user selects a row in the Dynamic View, the details pane appears and you can decide what appears in it. 

Use the details pane to gather more information and provide more details. You can select attachments and comments to appear and set specific fields to be editable. 

1. From the Available fields section, drag the fields you want to add to the Details Panel Layout section.
2. (Optional) Toggle Details panel description and enter instructions for your users. They'll see your message when they open the details view from within a Dynamic View. 
3. Select the tab you want to appear first when your users open the Dynamic View: data, attachments, or comments. 
4. Select the field you want to configure. 
5. Edit the field properties or logic. Field properties define the field – required, read-only, hide, where field logic allows you to apply conditional logic to the field. 
   • On the right-hand bar, select the Field Properties icon.
     When you select a field in the Details Panel Layout section, the Field Properties pane will open by default.
   • To edit the field logic, select the Field Logic icon in the right-hand bar.

Field properties

Field logic

When you add field logic, your View will show or hide fields based on the conditions or changes that happened either on the Smartsheet item or in Dynamic View.

Field logic relies on dropdown lists and symbol columns. You'll need a dropdown or symbol column in your source sheet to name and save your field logic rules.

If your source is a report with multiple sheets, ensure the dropdown values in a given column are consistent across all sheets in the report's scope. If a sheet is missing a value in the column properties for that dropdown, you may not be able to use that value in your field logic.

1. In the Field Logic pane, select + Logic. 
2. Assign a name for your field logic. 
3. In the When section, identify the column and the value(s) which will trigger the logic. 
4. In the Action section, select what will happen when the View detects the trigger. You can: 
   • Hide selected fields.
   • Show selected fields as Read-only.
   • Show selected fields as Editable.
   • Show selected fields as Required.
5. Choose the field(s) that will appear in or disappear from the View; then select Save.

Visibility permissions defined here appear in the Details pane. To access the Details pane, select a row in the View.

It's possible to create rules with conflicting actions. Dynamic View favors the rule with the lowest permission level

Share or transfer a view

On the Sharing tab, you can

• Transfer ownership of the View 
• Identify users and groups, and domains you want to have access to the View 
• Specify administrators who can see and edit source data from the View and edit the view settings. 

Admins can edit all settings for the View, including what other people will be able to view and access. Limit your number of view Admins to people who are responsible for changing your process.