Sharing permissions on sheets, reports, or workspaces

When you share an item with someone, the permission level you assign to them determines what they can do.

Who can use this?

Plans:

  • Smartsheet

= included

x = not included

Sharing permission levels on sheets


Sheet management

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
View all sheet data, including comments Included Included Included Included Included Not Included
Edit unlocked rows and columns in a sheet** Not Included Not Included Included Included Included Not Included
Edit cells in locked columns or rows** Not Included Not Included Not Included Included Included Not Included
Delete locked rows** Not Included Not Included Not Included Included Included Not Included
Insert rows** Not Included Not Included Included Included Included Not Included
Insert, rename and delete columns, change column properties* Not Included Not Included Not Included Included Included Not Included
Move columns within a sheet* Not Included Not Included Not Included Included Included Not Included
Hide or unhide columns* Not Included Not Included Not Included Included Included Not Included
Move rows within a sheet** Not Included Not Included Included Included Included Not Included
Move rows to another sheet (you must have the same permission level in both sheets)** Not Included Not Included Included Included Included Not Included
Lock or unlock columns and rows* Not Included Not Included Not Included Included Included Not Included
Delete unlocked rows** Not Included Not Included Included Included Included Not Included
Edit conditional formatting rules* Not Included Not Included Not Included Included Included Not Included
Enable or disable Highlight Changes in a sheet or report** Not Included Not Included Included Included Included Not Included
Export a sheet or report Included Included Included Included Included Not Included
Sort unlocked rows and freeze columns without saving Included Included Included Included Included Not Included
Sort locked rows** Not Included Not Included Included Included Included Not Included
Save changes after sorting rows or freezing columns** Not Included Not Included Included Included Included Not Included
Add new attachments and comments in a sheet or report** Not Included Included Included Included Included Not Included
Download attachments in a sheet or report Included Included Included Included Included Not Included
Filter data in sheets with the Unnamed Filter Included Included Included Included Included Not Included
Name filters to save them** Not Included Not Included Included Included Included Not Included
Apply saved filters (not available for Pro plan) Included Included Included Included Included Not Included
Create, edit, and delete shared filters (not available for Pro plan)* Not Included Not Included Not Included Included Included Not Included
Use the Save as New command to save the sheet as a new sheet* Included Included Included Included Included Not Included
Save a sheet as a template* Included Included Included Included Included Not Included
Rename a sheet or report** Not Included Not Included Not Included Included Included Not Included
Delete a sheet or report/restore a deleted sheet or report** Not Included Not Included Not Included Not Included Included Not Included
Create a connection from a sheet to a DataTable** Not Included Not Included Not Included Included Included Not Included

Any collaborator with Admin access to a workspace can delete and rename the sheets it contains. If a sheet is deleted from a workspace, it's recoverable for 30 days from the sheet owner's Deleted Items folder. Admins can see the item in their folder, but don’t have permission to recover the item.

*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)

**For User Subscription Model plans, available only to Members

Collaboration

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
Share a sheet or report** Not Included Not Included Included Included Included Not Included
Change the sharing permissions of other collaborators (for example, from Editor to Admin)** Not Included Not Included Not Included Included Included Not Included
Send a sheet or report via email to self or others Included Included Included Included Included Not Included
Send rows via email to self or others* Included Included Included Included Included Not Included
Publish a sheet or report (Business and Enterprise accounts only)* Not Included Not Included Not Included Included Included Not Included
Create and manage forms* Not Included Not Included Not Included Included Included Not Included
Send and edit Update Requests* Not Included Not Included Included Included Included Not Included

*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)

**For User Subscription Model plans, available only to Members

Automation

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
Create and edit row-level and sheet-level reminders for other sheet collaborators** Not Included Not Included Not Included Included Included Not Included
Move or copy rows to another sheet for themselves Not Included Not Included Not Included Included Included Not Included
Create and edit row-level reminders or alerts for themselves Included Included Included Included Included Not Included
Create and edit sheet-level reminders or alerts for themselves* Included Included Included Included Included Not Included
Create and edit automated workflows (for example: approval requests and automated update requests)* Not Included Not Included Not Included Included Included Not Included
Can disable or delete any automated workflows for themselves*** Included Included Included Included Included Not Included
Can disable or delete any automated workflows for other sheet collaborators* Not Included Not Included Not Included Included Included Not Included

*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)

***Available only on alert workflows

Project management

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
Create and edit dependencies in project settings* Not Included Not Included Not Included Included Included Not Included
Display or hide the critical path on a sheet** Not Included Not Included Included Included Included Not Included
Create and edit baselines in a sheet* Not Included Not Included Not Included Included Included  
View baselines in a project sheet Included Included Included Included Included Not Included

*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)

**For User Subscription Model plans, available only to Members

AI tools

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
Generate formulas* Not Included Not Included Included Included Included Not Included
Text and summaries* Not Included Not Included Included Included Included Not Included
Analyze data Included Included Included Included Included Not Included

*Available only to licensed Enterprise users (Legacy Collaborator Model) or Enterprise Members (User Subscription Model)


Sharing permission levels on reports

Available options
Viewer
Commenter
Editor
Admin
Owner
Plan Asset Admin
View all report data in all columns, including comments (if the user is also shared to the underlying source sheets) Included Included Included Included Included Not Included
Refresh and run the report to update its content Included Included Included Included Included Not Included
Edit unlocked rows and columns (if the user also has editing permission in the source sheets)** Not Included Not Included Included Included Included Not Included
Freeze columns** Not Included Not Included Included Included Included Not Included
Modify the report builder criteria* Not Included Not Included Not Included Included Included Not Included
Sort the report* Not Included Not Included Not Included Included Included Not Included
Rearrange columns** Not Included Not Included Not Included Included Included Not Included
Add and remove columns* Not Included Not Included Not Included Included Included Not Included

*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)

**For User Subscription Model plans, available only to Members