Dynamic View app: Create and administrate views

Applies to

Smartsheet
Smartsheet Advance Package

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

This is a premium Add-on that’s available for purchase. Want to know more about how to get Smartsheet premium apps? Reach out to Smartsheet Sales.

Before you create views in the app

You need to create the source sheets and reports that’ll hold your process and set permissions for view creators. 

Check out if you have all the Dynamic View app essentials in place.

Access the App

To access the app, in the Navigation Bar, select Launcher.

Launcher on left Navigation Bar

Can’t access the app from the Launcher? Read the Access Premium Apps and Templates With the Launcher help article.

Who can create views

Smartsheet users in an organization that 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.

You don’t need a license to create views in Dynamic View, but you need a license to be an Owner or Admin of Smartsheet items you’ll use as a source.

Create a new view

Before you create a new view, configure the source sheets and reports in Smartsheet that’ll hold your process. 

Once you’re done setting up the Dynamic View app essentials, you can start creating a view.

To create a new view

  1. Sign in to the Dynamic View app with your Smartsheet credentials.
  2. Create a new view.
    • There are two ways to create a view:
      • In the upper-right area of the screen, select the Create View button.
      • In the upper-left corner of the screen, select Open Left Panel > +.​​​​​​
    • After selecting the Create View button, the Smartsheet directory will appear with the available sheets and reports that you can create views from.
      In the directory, you won’t see sheets or reports you don’t own or don’t have Admin rights to.
  3. Select the item you want to create your view from, and then select the Create button.
    If you selected the wrong source item, create another new view. You can’t go back and select a different source item.

After selecting a source sheet or report, the Settings page will appear. This page is where you can configure the view conditions and logic.

Edit an existing view

When you open the Dynamic View app, the All Views page is what you’ll see first. To edit an existing view, follow these steps:

  1. In the upper-left corner of the screen, select the Open Left Panel Menu icon.
  2. From any of the following pages, select the view that you want to edit:
    • All Views: Any views you have access to 
    • My Views: Views you own 
    • Shared with Me: Views directly shared with you
    • Shared with Group: Views shared with a group you’re part of 
  3. Once the view has loaded, in the upper-right area of the page, select the Settings icon.

You’ll land on the Settings page where you can configure the view.

Configure view conditions and sharing logic

Dynamic View is powerful app that lets you:  

  • Set fine-tuned sharing options, and 
  • Create conditional logic which shows new data based on specific changes (which you define) that are made in the source item.

To do either, go to a view’s Settings page. 

Dynamic View page navigation

General: Name Your view and set overall permissions

On the General tab, name your view, and set what people can view and whether they can add new items to a source sheet.

Refer to the table below to learn what else you can do in the General tab.

Use this field or section To do this
View name Edit the view name.
View description Describe the information the user can get from the view or add any helpful text about the view. 
Source sheet or report Open the source sheet or report.
Restrict view by current user Filter a user’s view by the tasks assigned to them via the Contact List column.
Restrict view by sheet filter
Learn more about sheet filters.
Refine what data appears in the view.
New Item Submission Allow or don’t allow a user to create a new entry.
Export to .csv file Allow or don’t allow a user to export the view into a .csv file.

Here are other things to know about the general settings:

  • If your source is a report and you enabled New Item Submission, you must also select the source sheet of your source report. Do this so the new entries will be submitted to that sheet.
  • To find the view description you added, in the upper-right area of the view page, select the View description icon.

View Display: Choose which fields are shown

On the View Display tab, specify which fields from the source you want to appear in the view. 
displayed fields

 

To choose the displayed fields 

  1. In the Available fields section, select the fields you want to display in the view. After selecting fields, it’ll instantly appear in the Visible fields section.
    Add the dropdown or symbol fields of your source data in the Visible fields section to filter data by those fields. For example, if you want to filter your view by the status of tasks, you must first add the corresponding field in the Visible fields section.
  2. Optional: To view and add attachments and comments, in the Attachments and Comments sections, select these options:
    •  Attachments
      • Display attachments
      • Users can add attachments
    • Comments
      • Display comments
      • Users can add comments

The fields you selected will be visible at all times as columns and rows. If you want to show fields only when certain conditions are met, don’t add them in the Visible fields section. Instead, set the conditions or logic on the Details Panel tab.

Details Panel: Automatically share data when conditions are met

On the Details Panel tab, you can edit the field properties and logic. To do this, follow these steps:

  1. From the Available fields section, drag the fields you want to add to the Details Panel Layout section.
  2. After adding fields to the Details Panel Layout section, select a field you want to configure. 
  3. Edit the field properties or logic.
    • To edit the field properties, in the right-hand bar, select 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, in the right-hand bar, select Field logic .


Editing field properties

To understand what you can do in the Field Properties pane, check out the table below.

Use this To do this Notes
Custom label Create a custom label for the field.  To add a custom label, expand the Custom label box.
Field options:
  • Required
  • Read-only
  • Hide
Set a field’s level of importance. If you turn off all these options, the field will be optional and editable. 
Display as Fine-tune the field size. In the Display as list, select either of these options:
  • Single Line
  • Multiple Line
Initial value Set a default value in a field.  If you allow new submissions to the view, the value you add in this field will be the default value. 


The Field Logic pane is where you define a field’s logic
When you add a field logic, your view will show or hide fields based on the conditions or changes that happened either on the Smartsheet item or Dynamic View.

Before you begin

Field logic relies on dropdown lists and symbol columns. To name and save your field logic rules, you'll need one of the mentioned columns in your source sheet.

If your source is a report with multiple sheets, ensure 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.

 

To add a 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 run the logic. 
    • Example: In the When section, you set up the field logic to fire up if the Task column in the source sheet changes to Complete.
  4. Then, in the Action section, select what will happen when the view detects the triggers you set up:
    • Hide the following fields: The view will hide the field(s).
    • Show the following fields as Read-only: A read-only field(s) will appear when the view detects the changes in the source sheet.
    • Show the following fields as Editable: The user will see a field(s) they can edit. 
    • Show the following fields as Required: A field(s) the user is required to fill in will appear.
  5. After selecting the action, choose the field(s) that’ll appear in or disappear from the view; then, select Save.

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 shows a field and another which hides 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 reflect in the Details pane. 

To access the Details pane, select a row in the view. After clicking a row, the Details pane will appear on the right side of the view.

form right panel

Sharing: Define who has access

On the Sharing tab, you can do the following tasks:

  • Transfer ownership of the view 
  • Identify the users and groups you want to have access to the view 
  • Assign the Admins of the source sheet as Admins on the view

When users receive access to views 
They’ll see it on the Left Panel Menu in Dynamic View. You can also provide the View URL from the address bar to direct them straight to a specific view.

Are the users seeing a blank view and the error message “Sheet filter was deleted”? You might have shared a view with private filters. To work around this issue, jump to Transfer ownership of a view with a private filter topic.

Dynamic View Admins have the highest level of view access
They can edit all settings for the view, including what other people will be able to view and access. 

That said, it’s best to limit your number of view Admins to people who are responsible for changing your process.
 

To know how to use the Sharing tab, refer to the table below. 

Use this  To do this Notes
Transfer Ownership Select a new owner of the view. For more information about this task, read the Transfer ownership of a view article.
Admins Specify administrators who can see and edit source data from the view, and edit the view settings.  The users you want to assign as Admins must also be Admins on the source file. If you don’t have Admins on the source file, you won’t be able to assign an Admin.
Shared Users Give view access to users. What they see and edit depends on the settings you chose on the General, View Display, and Details Panel tabs. They don’t need to have access to the source content.
Shared Groups Give view access to Smartsheet groups.   
Shared Domains Enable access for an entire domain. What they  see and edit depends on the settings you chose on the General, View Display, and Details Panel tabs. They don’t need to have access to the source content.

Transfer ownership of a view

The view owner can request to transfer view ownership to any licensed user who’s an Admin on the source sheet of the view. Here’s how to do that:

  1. In the upper-right area of the view, select the Settings icon.
  2. Go to the Sharing tab. 
  3. In the Owner section, select Transfer Ownership.
  4. In the Select New Owner list, select the person you want to transfer ownership to.
    If this dropdown list is blank, this means there aren’t any people shared to the view that meet the requirements to become an owner. 

After doing the above steps, the user you selected will get a request in Dynamic View to take ownership of the view you own. After accepting this request, they’ll become the view owner. Note that the user will only receive in-app notifications. They won’t receive email notifications.

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

Review pending transfer requests

If you send transfer ownership requests, you can review or cancel them on the Pending Ownership Transfer Requests page. You can also accept or decline requests you received on the same page. 

To open the Pending Ownership Transfer Requests page

  • In the upper-right corner of the screen, select the Ownership Transfer Requests icon.

When you land on the Pending Ownership Transfer Requests page, follow these steps:

  • Review, and accept or decline the request(s) you received
    1. Go to the Received tab, and review the request(s) you received.
    2. In the Action column, select Accept or Decline
  • Review or cancel the request(s) you sent
    1. Go to the Sent tab, and review the request(s) you sent. 
    2. In the Action column, select Cancel if you want to withdraw your request.

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 see a dialog with this message: “This view has a pending ownership transfer. You have chosen to restrict this view with a private filter, which is invalid for others. If you save these view settings and the ownership transfer is accepted, the new owner will need to update the view configuration.”

Views based on a filtered sheet may not properly display if the filter is deleted or private.

To reset the view

  1. ​​​​​​​Go to Settings > General.
  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. Then, to update the view with your new settings, select Save.


Restrict View Sheet Filter

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

Embed a view in a Smartsheet dashboard

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

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