Use report widgets

Users shared to the dashboard don't always need access to the underlying sheets to see the content of the report. You have control over what viewers can see from the report.

Add a report widget

In the right toolbar, select Add widgets   > Reports.

You must be an Owner or Admin on the source report to use the report in a widget.

Edit the widget title

By default, Smartsheet shows the title of the source report. If you want to edit the title of your report widget, follow these steps:

1. In the Report Widget pane, expand the Title section. 

2. In the box below the Show title toggle, modify the title of your report widget.
    

   You can edit the default title directly in the report widget. To do this, double-click the Report Widget and select the title section to change the title.

3. (Optional) In the Title Styling section, edit the text format of your title. 
    

   After you double-click the report widget and select its title section, a toolbar appears. Use that toolbar to edit the text format directly in the report widget.

Set the widget behavior

In the Widget Behavior section, select what should happen when a user clicks the report widget:

• Take no action - Keeps your report widget static
• Open the data source - Leads the user to the source report 
• Open another site… - Leads the user to a site relevant to the report
• Open a Smartsheet item - Leads the user to a Smartsheet item relevant to the report 

Viewer Mode

You can choose one of two perspectives from which you want people to view the content:

• Last widget Editor. What's displayed depends on that user’s permission to view the content. Use this option if you want people to see the data in the widget as you do and for it to remain the same for all viewers, regardless of who is viewing the dashboard.

If the report includes a Current User filter, the person who adds the report widget to the dashboard is treated as the current user for everyone else who views the dashboard. For example, all viewers see tasks assigned to you.

With this option, people see information that they might not otherwise have access to. That is, people can access the information you display in the report widget, even if it's not shared in the underlying sheets.

-or-

• Their own perspective: The displayed data is based on the person's sharing permissions. Use this option if you want the report to display only data that the person viewing the dashboard has access to. The person viewing the data must be shared to the sheets from which the report was created. If the Current User filter is applied to the underlying report, viewers only see rows with their name in the contact column.

The report widget doesn't show any data if you publish your dashboard with Their own perspective Viewer mode on. 
 

If you publish a dashboard with a report widget set to run as the dashboard viewer, the widget displays the following message: This widget has an advanced option applied and cannot be displayed in a published dashboard.

You can use these same steps to configure a chart widget that's based on report data.

Keep in mind the following

• A maximum of 150 rows from the report can appear. If you need to display more than that on a dashboard, you can create multiple reports and report widgets.
• The attachments and comments columns from the report don't appear in the widget. However, you can publish your report and use the provided URL to add the report as a web content widget. This allows you to display attachments and comments in the widget.
• You can only display Grid and Gantt views in the widget.
• When you use the Save as New option (File > Save as New) to copy a dashboard with report widgets, you must be an Admin in the underlying report for the copied dashboard to reflect the information in your report. Otherwise, any report widgets included in the dashboard appear blank.

Remove the user who created a report or chart widget

You can revoke access from a collaborator who created a report or chart widget from the dashboard or the source data. You can remove their access to the report, chart widget, or the underlying source data, and the widget stops displaying the report data. Instead, it shows an error message.

You must be an Admin on the dashboard and a Viewer on the sheet or report.

To remove a collaborator's sharing permissions but still keep the data on the dashboard, make one of the following adjustments:

• Create a copy of the dashboard.
• Edit the widget and reselect the desired sheet or report.