Use collections to share a curated group of Smartsheet items and external items with collaborators without giving them access to your entire workspace.
USM Content
What is a collection?
A collection is a curated subset of workspace items and external content that allows you to share only specific, relevant resources with collaborators while maintaining granular access control. It serves as a focused view that combines Smartsheet items (like sheets, reports, and dashboards) with external links (such as Google Docs or PowerBI) in one central place to streamline team collaboration.
Copying a workspace automatically includes all of its collections in the new copy.
When can you use a collection?
Use collections to share curated content (including Smartsheet items and links to external items) with specific collaborators to provide a single view and streamline work.
What do collections offer?
- Flexible and granular access control. Provide collaborators access only to a part of a solution or a selection of items.
- A tailored experience. Give your team a focused view of their work. Combine Smartsheet items from different workspaces or add external content to complement your resources.
- Multiple Admins. Assign multiple Admins to a collection. All Admins can share, edit, or delete the collection.
What can you add to a collection?
The Smartsheet items that you add to your collection can live in any workspace.
Smartsheet items you can add:
- Sheets
- Reports
- Dashboards
- Dynamic Views
- Forms
For Smartsheet items, you can set specific views or filters as default to further customize what you want others to focus on.
Non-Smartsheet content you can add:
- Google Drive
- Miro
- SharePoint
- Vimeo
- Other external URLs
How do you access your collections?
You can access all your collections or create new ones through the workspace panel or from the All workspaces tab on Home.
Favorites section
You can favorite your collections to access them more directly. After marking a collection as a favorite, you can open it from the Favorites section on the left navigation bar.
There are two ways in which you can favorite a collection:
- From the workspace panel. Open the workspace where your collection lives and use the three-dot menu to the right of the collection’s name to select Add to favorites.
- From the collection panel. Open a workspace to access the desired collection, then select the star icon at the panel's top.
If a collection is in Favorites, a star appears over its icon.
Recents section
Selecting a recently viewed item from the Recents
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section in the left navigation bar takes you directly back to its parent collection.