Dynamic View App: Create and Administrate Views

Applies to

Smartsheet Advance Package (Requires Enterprise Plan)

Boost collaboration with the granular sheet sharing capabilities of the Dynamic View premium app. Share sections of your sheet or report that you choose without having to share the source item. For example, share certain row information with the appropriate vendor such that they can view and edit only the data that applies to them.

This article focuses on creating or editing a view as a Dynamic View administrator. If you’re looking for information on interacting with a view, see Interact with a View.

This is a premium add-on that is available for purchase. For more information about how to obtain Smartsheet Premium Apps, please contact Smartsheet Sales.

Dynamic View App Essentials

Before you get started with creating views in the app, you’ll need to create the source sheets and reports that will hold your process, as well as set permissions for view creators. Please review Manage Processes at Scale with Dynamic View to make sure that you’ve got all of the necessary elements in place first.

Access the App

Click the Launcher to access the App.

Launcher on left Navigation Bar


If you have trouble accessing the app from the Launcher, please see Access Premium Apps and Templates With the Launcher.

Who can Create Views

Smartsheet users who are members of an organization that has purchased Dynamic View can create views. Users must have at least Admin permissions on a source sheet or report to create a view from that source.

NOTE: While a license is not required to create views in Dynamic View, keep in mind that a license is required to own Smartsheet items that will be used as a source. See the User Types and Permissions article for more information.

Create a New View

Configuring what source sheet or report data to share and to whom starts with creating a view. 

Before you create a new view, you’ll first need to configure the source sheets and reports in Smartsheet that will hold your process. See Manage Processes at Scale with Dynamic View for information on what you’ll need before creating a new view.

To create a new view:

  1. Sign in to the Dynamic View app with your Smartsheet credentials.
  2. In the left panel, click the menu icon (upper-left corner) and select New View.

    Your Smartsheet directory appears with the available sheets and reports that you can create views from.

    NOTE: If you don’t see a specific sheet or report in the directory, you may not be the Owner or shared to that item with Admin-level permissions.
  3. Select the item that you want to create your view from and click the Create button.

    NOTE: If you selected the wrong source item, you’ll need to create another new view. (You can’t go back and select a different source item.)

The Settings pages for view appear (starting with the General page). Here, you’ll use the navigation panel at the top to navigate between each page as you configure everything from the name to the detailed sharing permissions.

See the Configure View Conditions and Sharing Logic below for information and best practices on each page.

Edit an Existing View

  1. In the Dynamic View app, click the Menu icon in the upper-left corner to display your available views.
  2. Select the view that you want to edit—it will load all relevant data.
  3. Once the view has loaded, click Settings in the upper-left corner (underneath your profile image).

The Settings pages for view appear (starting with the General page). Here, you’ll use the navigation panel at the top to navigate between each page as you configure everything from the name to the detailed sharing permissions.

See the Configure View Conditions and Sharing Logic below for information and best practices on each page.

Configure View Conditions and Sharing Logic

The power of Dynamic Views is in setting fine-tuned sharing options and creating conditional logic which will show new data based on specific changes (which you define) that are made in the source item.

You determine all of these options on that view’s Settings pages. See the sections below for information and best practices on each page.

Dynamic View page navigation

General: Name Your View and Set Overall Permissions

On the General page, you’ll name your view and set overall permissions for what people can view and whether they can add new items to a source sheet.

  • Use the restrict view by sheet filter to quickly refine what data appears in the view. (More on sheet filters.)
  • Use the restrict view by current user setting to filter someone’s view down to only the rows they’re assigned to in a Contact List column. (Contact list columns that allow multiple contacts are limited to 20 contacts per cell. See Assigning People to a Task for more information)
  • To allow people to submit new items back to a source sheet, enable New Item Submission.
  • If you enable New Item Submission when your source is a report, you must also select a single source sheet (which the report is referencing) for new items to be submitted to.
  • Type a View Description to provide a brief description of the purpose of this View, including who built it. Click the information button next to the name of the view to read the View Description.

View Display: Choose Which Fields are Shown

On the View Display page, you’ll specify which fields from the source you want to appear in the view. To do this, click the name of an Available field—it’ll instantly appear as a corresponding Visible field

These fields will be visible at all times. If you want to show fields only when certain conditions are met, don’t include them in the Visible fields section. You’ll be able to conditionally show fields on the Details Panel page.

displayed fields

  • In the View filter section, you can select a dropdown or symbol column to allow anyone who will have access to the view to apply a quick filter based on that column.
  • Check the boxes under the Attachments and Comments sections if you want others to view and add comments.

These fields will be displayed in the view as columns and rows.

Note: In order to create a filter using a dropdown list or symbol, the field must be a Visible field.

columns in view

Details Panel: Automatically Share Data When Conditions are Met

On the Details Panel page, you’ll:

  • Fine-tune the field size (single line, multiple lines)
  • Create a custom label for the field (click the blue arrow icon to the right of Custom label)
  • Set level of access and importance of each field (required, read-only, hidden)

    Note that if all options are set to disabled, the field will be editable, but not required.

  • Define field logic, which will conditionally show fields when other changes have been made to the source item (either through the Dynamic View app or through Smartsheet directly)

Click the Field Logic icon in the right panel to create rules that set actions for showing or hiding fields based on certain conditions being met.

Field Logic relies on Dropdown List and Symbol columns—to be able to name and save your Field Logic rules, you'll need to have one of these columns in your source sheet. (More information on Columns.)

NOTE: If your source is a report with multiple sheets, you'll want to ensure that the dropdown values in a given column are consistent across all sheets in the scope of the report. If any sheet is missing a value in the column properties for that dropdown, then you may not be able to use that value in your Field Logic.

form logic right panel

Here’s an example of defining field logic rule that conditionally exposes a field:

form logic node

In the example above: When any Status value has been set to Not Started, the Status field will then be shown as a required field in the view.

It’s possible to create rules with conflicting actions. Dynamic View will always ignore the rule that grants more permission in favor of the rule that grants least permissions.  For example, if you create one rule which will show a field and another which will hide the same field (both rules having the same trigger conditions), only the rule which hides the field will trigger.

The visibility permissions that you define here will be reflected in the details panel (on the right side) of the view, which is accessible when someone clicks a specific row in the view.)

form right panel

Sharing: Define Who Has Access

On the Sharing page, you’ll:

  • Specify administrators who will be able to see and edit source data from the view, but who can also edit the view settings (they must also be shared to the source item with Admin-level permissions, see Share Sheets and Reports).
  • Share the view to people. What they’ll be able to see and edit depends on the settings chosen on the General, View Display, and Details Panel pages as described in the sections above. (They don’t need to be shared to the source content.)
  • Enable access for an entire domain. What they’ll be able to see and edit depends on the settings chosen on the General, View Display, and Details Panel pages as described in the sections above. (They don’t need to be shared to the source content.)

Dynamic View administrators have the highest level of access to the view. They’ll be able to edit all settings for the view, including what other people will be able to view and access. It’s recommended to limit your number of administrators on a view to people who are responsible for changing your process.

Views that have been shared will be available in the Dynamic View side panel when users login. You can also provide the View URL from the address bar to direct users straight to a specific View. See Dynamic View App: Interact With a View for more information.

NOTE: When accessing a view that has private filters, people may see a blank view with the following error: “Sheet filter was deleted”. For more information on how to work around this issue, see Transfer ownership of a view with a private filter.

Transfer ownership of a view

The owner of a view can request to transfer view ownership to any licensed user as long as that user has admin-level sharing permissions to the source sheet of the view. Here’s how to do that:

  1. In the view, click in the upper-right corner of the window.
  2. Select Sharing.
  3. Click Transfer Ownership.
    Transfer Ownership
  4. From the list, select the person you’d like to transfer ownership to.
    Note: If this dropdown is blank, this means that there aren’t any people shared to the view that meet the requirements to become an owner. 

The person you select will receive a request in Dynamic View to take ownership. After accepting this request, they will become the view owner. Note that this is the only notification the person will receive—they will not receive notification via email.

To ensure that the person accepts the invitation to take ownership, you may want to contact them through email (or some other messaging service) to ensure that they know to log in to Dynamic View and accept the transfer request.

Review pending transfer requests

You can open the Ownership Transfer Requests window by selecting the transfer icon at the top-right corner.

Pending Ownership Transfer Request

Select the Received tab to review, accept, or decline transfer requests that have been sent to you, and select the Sent tab to review or cancel transfer requests that you’ve sent to others.

Transfer ownership of a view with a private filter

When you attempt to transfer ownership of a view based on a private filter, you may receive the following message:

This view is based on a private filter and will be invalid for others. If you choose to continue the new owner will need to update the view configuration.

Views based on a filtered sheet or report may not properly display if the filter is deleted or toggled between private/public. 

To reset the view, the Owner can do the following:

  1. Navigate to the Settings page.

    Seet Filter was Deleted
  2. Update the ‘Restrict view by sheet filter’ option to a valid filter from the list, or select “No filter - all rows visible to everyone shared”
  3. Select Save to update the view with your new settings

    Restrict View Sheet Filter

That’s it! You’ve now updated your view filter.

Embed a view in a Smartsheet dashboard

Create a highly personalized experience by embedding a Dynamic View in a Smartsheet dashboard using the web content widget.
(More information on embedding a Dynamic View in a dashboard.)

Why is a field read-only?

Some fields may not be editable depending on their data type or the information in the cell. The following conditions make a field read-only in Dynamic View:

  • Field is from a System Column
  • Field is from a Gantt End Date Column
  • Field is the "End date column" in the date range display of the project settings
  • Field is from a Gantt Predecessor Column
  • Cell in source sheet contains a formula
  • Cell in source sheet contains an inbound cell-link
  • Cell in source sheet contains a Hyperlink