Configure a data egress policy

Applies to

Smartsheet
  • Enterprise
Smartsheet Advance Package

Capabilities

Who can use this capability

You must be a Smartsheet sys admin to configure a data egress policy.

A data egress policy allows you to control how your organization restricts actions that enable data sharing outside your company. SysAdmins can exclude specific groups from the policy, such as external vendors or contract workers. Multiple policies can be set at the org level enabling varying degrees of access.

The policy can restrict the following actions for external collaborators,  preventing the distribution of potentially sensitive data outside your organization.

  • Save as new
  • Save as template
  • Send as attachment
  • Publish
  • Print
  • Export

When a data egress policy is in place for your organization, users will see a notification when they try to perform a restricted action. 

Data egress limitations

Policies only apply to contacts who are not included in your Smartsheet user list.

  • Not all egress actions are restricted. Sharing and sheet snapshots are not controlled by data egress policies. 
  • Policies apply to sheets only. There are other egress opportunities through browse, mobile, sharing, reports, dashboards, and workspaces.

To limit opportunities for data egress, share assets not workspaces. 

Groups and data egress policies

Creating groups can help you identify and apply policies to a specific subset of users. 

For instance, if your organization is particularly privacy-conscious, you can define a group (for example, a team that works in a customer-facing capacity) for whom these controls will not apply. 

Activate data egress controls in Admin Center

Set up a data egress policy

  1. Log in to Admin Center.
  2. Select Governance Controls and on the Data Egress Policy tile, select Configure
  3. Select Create Policy and follow the instructions on your screen.  

Edit a data egress policy

  1. Log in to Admin Center.
  2. Select Governance Controls and on the Data Egress Policy tile, select Manage
  3. On the right side of the row, toggle the policy status to on or off. Or, hover over More to edit or delete the policy.