Manage Smartsheet contact groups

Organize contacts into groups. Once the group is created, anyone on the plan can share and send information to that group.

Plans:

Business
Enterprise

Permissions:

Group Admin
System Admin

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Group Admins can create and manage contact groups. System Admins can edit and manage existing groups, but can’t create them unless they also hold the Group Admin role.

For example, a Group Admin can create a specific group for all employees in the marketing team. Once the group is created, anyone on the plan can share and send information to that group.

Create a group

In Admin Center, select the Menu icon in the upper left corner.
Go to Users and Groups > Group Management.
Select Create Group in the top right.
Enter the group details in the Create Group right pane.
To add group members in bulk, copy and paste up to 1,000 email addresses from an Excel or CSV file into the Add Members field.
Select Create.

The group appears on your contact list, and you automatically be a member. Learn more about working with Smartsheet contacts.

Who can manage groups?

Any System Admin or the group's Owner can make changes to an existing group.
Group Admins can only add or remove users from the groups they own.
You must be the group's owner or a System Admin to add or remove users.
You must be a System Admin or the group's owner to transfer group ownership.

System Admins on Enterprise plans can set up safe sharing to restrict group membership to only those in your organization's plan.

Edit an existing group

Select the group row or select on the right side of the row to make changes to an existing group. Use the table below to learn more about each available option.

Use this option	To do this
Edit Group Details	Open the Edit Group pane to modify the group name and the group description.
View Group	See a list of all the group members and their current seat types (user types in the legacy model), such as Contributor or System Admin. You can also manage group membership by adding or removing users.
Add Members	Add new people to the group. Once you add new people to the group, they'll have access to files the group is shared to.
Transfer Group Ownership	Transfer ownership of the group to another Group Admin or System Admin in the plan.
Generate Group Sheet Access Report (System Admins only)	Generate a CSV report of all sheets shared to the group. Smartsheet sends the report to your email address. See Generate a group sheet access report for details.
Delete Group...	Delete the group. See Delete a group for details.

Remove group members

On the Group Management page, select on the right side of the group you want to manage.
Select View Group…
Locate and check the box next to the user you want to remove from the group.
Instead of checking the box, you can directly remove the user by selecting .
Select Remove from Group in the top left corner.

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Generate a group sheet access report

The group sheet access report is a CSV file that lists every sheet shared to a group in your plan, along with sharing details for each item. System Admins can use it to audit group access across the account.

You must be a System Admin to generate the report

Select the kebab menu icon on the right side of the group row
Select Generate Group Sheet Access Report.

Smartsheet emails the report to your email address. Depending on the size of the file, delivery may take a few minutes.

The report includes the following columns:

Column	Description
Item API URL	API endpoint URL for the shared item
Subject API URL	API endpoint URL for the group
Type	The type of sharing relationship
Item ID	Unique identifier for the shared item
Subject type	The type of subject the item is shared to (for example, group)
Subject ID	Unique identifier for the group
Shared to Email address	Email address associated with the group share
Permission Set Name	Permission level granted to the group (for example, Viewer, Editor)
Workspace ID	Unique identifier for the workspace containing the item, if applicable
Created Date/Time (UTC)	Date and time the share was created
Last Modified Date/Time (UTC)	Date and time the share was last modified
Item Name	Name of the shared item

Delete a group

Select the kebab menu icon on the right side of the group row
Select Delete Group.

Deleting a group also removes it from any sheets it's currently shared to and any recurring emails being sent to its members. You can't undo this action.

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