Admin Center: Configure a data egress policy

Customize restrictions and exceptions for varied user groups.

Who can use this?

Plans:

  • Enterprise
  • Smartsheet Advance Package

Permissions:

  • System Admin

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

You need a Smartsheet Advance Platinum subscription or Advanced Work Management plus Smartsheet Safeguard to enable Governance Controls.

A data egress policy allows you to control how your organization restricts actions that enable data sharing. System Admins can exclude specific groups from the policy, such as external vendors, contract workers, and internal groups. You can set multiple policies at the organization level, enabling varying degrees of access.

The policy can restrict the following actions, preventing the distribution of potentially sensitive data.

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

When a data egress policy is in place for your organization, users receive a notification when attempting to perform a restricted action.

The data egress policy applies to other interfaces, specifically the Smartsheet mobile app and Public APIs.

Data egress limitations

  • Not all egress actions are restricted. Data egress policies don’t control sharing and sheet snapshots. 
  • Data egress policies restrict actions within sheets, reports, and dashboards. However, egress can still occur through sharing items and workspaces.

Groups and data egress policies

Creating groups can help you exclude a specific subset of users from a data egress policy.

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 don't apply.

Activate data egress controls in Admin Center

Set up a data egress policy

  1. Sign in to Admin Center.
  2. Select the Menu icon in the upper left and navigate to Governance Controls.
  3. Select Configure on the Data Egress Policy tile.
  4. Select Create Policy and follow the instructions on your screen.  

Edit a data egress policy

  1. Sign in to Admin Center.
  2. Navigate to the Governance Controls page and select Manage on the Data Egress Policy tile. 
  3. On the right side of the row, toggle the policy status to on or off. You can also hover over the three-dot menu  Data Shuttle kebab menu  to edit or delete the policy.