Add Roles to Workapps

Applies to

Smartsheet

After you’ve added all the necessary pages to your WorkApps, you can create Roles to control which pages different stakeholders can view and edit. For example, you can create a role for Project Managers which allows them to edit the full project plan and view the metrics dashboard. You can also create a separate role for Assignee, which hides the metrics dashboard and only allows them to edit a report that displays their assigned work.

To open the Roles panel, select the Roles icon from the left rail.

Create and Edit Roles

To create a role from the Roles panel select Add Roles. You can create a role after adding at least 1 page. To edit or remove an existing role, select the menu icon to the right of the role name.

Roles


After creating a role or selecting a role to edit, you’re taken to the role settings page.

Role Settings

On this page, you can do the following:

  • Name the role by selecting the bold role name at the top of the panel.
  • Control who is assigned to this role by selecting Add People.
  • View people who are assigned to the role you selected by clicking on the People tab. Also delete people if you no longer want them to be assigned to the role.
  • Control permissions to each page in your app for collaborators assigned to this role. Permissions options include Editor, Viewer, and Hidden, and these permissions do not rely on the collaborator’s permissions to the source item within Smartsheet.
  • Control the order of pages within the app by hovering over the page name and dragging it up or down the list when the drag icon is displayed.

Understand Permission Levels

As you create roles, you’ll need to keep the page-level permissions in mind. As a best practice, you’ll want to give people the lowest permission needed for them to carry out their job function.

Use this table to understand each role:

Role

Description

Editor

The Editor permission gives collaborators the ability to edit rows and cells, and add attachments. For dashboards, forms, and web content, this permission is the same as Viewer.

Viewer

This is the default permission of each page when you create a new role. The Viewer permission gives collaborators a read-only view of the page. They will still be able to fill out forms pages and interact with web content pages the same way they would in a separate browser window.

Hidden

The Hidden permission will hide the page from collaborators.

Additional notes about permission levels

  • Permission levels in WorkApps roles are independent of the Smartsheet permission levels of collaborators on the source item. For example, a user who is not shared to your “Open Requests” report in Smartsheet can be granted editor access to the same report through the WorkApps roles’ permissions. This collaborator will not be able to see or interact with the report in core Smartsheet but they will be able to access it in the WorkApp. 
  • Collaborators can be given editor permissions to a report inside a WorkApp without having to give these users access to the underlying sheet inside the Smartsheet. 
  • If a collaborator is assigned multiple roles in your app, they will be able to switch between each role to control how they view and interact with the app.
  • If the current user filter is enabled on the report and the page permission is set to editor, the report will be filtered to display only the rows that are relevant to the collaborator. The collaborators will be able to edit the row values of the rows that are assigned to them using the WorkApp.  
  • Dashboards and external web content are not editable for collaborators in WorkApps.