Create and edit collections in workspaces

Create collections and edit them to include curated selections of Smartsheet items and non-Smartsheet contents to keep your team focused on the work they need access to.

Who can use this?

Plans:

  • Enterprise

Permissions:

  • Admins

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

This feature is only available for the User Subscription Model plans. If you're unsure about your model type, learn how to determine the model your plan is on.

Create a new collection

To create a new collection, follow these steps:

  1. Open the Workspace panel
  2. Select Collections
  3. Select Add Collection (+ icon)
Add collection
  1. In the next window, name your collection.
  2. Select +Add to collection to start adding your items.
Name collection

Edit a collection

To add, remove content, change permissions, or rename the items from your collection, follow these steps:

  1. Open the collection you want to edit.

  2. If you want to add content, select +Add to collection.

To edit a specific item, use the three-dot menu to:

  • Rename the item
  • Change permissions
  • Remove it from the collection
Edit item three dot menu

To edit the collection, use the upper three-dot menu to:

  • Rename the collection
  • Delete the collection
Edit collection three dot menu

Reorder items in a collection

  • As the Admin, you can move items within your collection by dragging and dropping them wherever you want.
  • The type of item or its size doesn’t affect their placement. You can drop them in any order.
  • While dragging, you can hit Esc or drop the item back in its original position to cancel the initiated reordering of items.
  • The order of the items updates as soon as you drop the item to its new location. Other users need to refresh the collection to see the updated order.
  • If your collection has multiple Admins, they can all reorder items. Be sure to refresh the collection if you encounter errors while reordering in case other Admins modify the order of items at the same time. 

Create a collection from a folder

As a workspace Admin, you can add the contents of a folder to a new or existing collection using the workspace panel.

Follow these steps:

  1. Use each folder’s three-dot kebab menu
  2. Select Add folder items to collection >
  3. Select the name of a collection or select New collection... to create one.
Create a collection from a folder

If you add any items to the folder after you’ve moved it to the collection, those items don’t appear in the collection automatically.

Consider the following:

  • The contents of the folder appear in the same order in the collection (alphabetical order).
  • Both the folder and the collection must live in the same workspace.
  • This feature doesn’t apply to folders in the Sheets folder.
  • Contents in subfolders, sheet templates, and forms in the folder don’t transfer to the collection.
  • If an item in a folder is already part of a collection and you add that same item again, you don’t get a notification about the duplicate.