Find answers to some of the most common questions when using collections in workspaces.
Who can share collections and with whom?
Workspace Admins become Admins of all collections living within that workspace. Admin can share collections and set permission levels for items.
Any user of any plan can be shared to a collection. Shared users can’t modify or share a collection; only Admins can. Shared users can only see the collections they’re shared to and not the workspaces.
Through consistent permissions, the highest permission level a user has for any individual item remains the same, so they get a consistent experience.
Do collections respect the sharing hierarchy outside of it?
When you share a collection with someone, they can access items within that collection with the highest permission level they have. That means you can share someone with Viewer permissions to the item in a collection, but if they already had Editor permissions in the item directly, they continue to access that item as Editor.
Can you add Calendar App views or forms as items within a collection?
Yes, you can copy and paste the form link to the Links section of the Add content dialog.
These items don’t show up in the Smartsheet Content tab of the Add content dialog.
How do I see all collections I am shared to? Is there a filter I can use?
On the left navigation bar, go to
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Home and select All Workspaces. Here you can see all your collections alongside your Smartsheet items. If you want to filter out all other results and keep only collections, select the Collections filter.
Can I add new items (forms, sheets, reports, dashboards) to multiple existing collections?
No, there isn’t an option to add items to multiple collections simultaneously. You need to go into each collection individually to add, update, or remove items.
How do I provide a direct link to my collection?
In the workspace panel that lists your collection, select the three-dot icon
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to the right of your collection's name and select Copy link.
Alternatively, if you have your collection open, select the three-dot icon
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above the collection's name and select Copy link.
How can I find my collections?
Favorites section
You should favorite your collections to access them more directly. This way, you can open them 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
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icon at the top of the panel.
Recents section
After accessing an item in a shared collection, use the left navigation bar to select Recents
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and select the item. By selecting it, you go directly to the collection that contains the item.
If I copy a workspace, do I copy the collections within?
Yes. When you copy a workspace, you also create a copy of the collections in it. The copies automatically relink to their source items.
You need to manually reassign permissions for each copied collection.
Learn more about sharing collections.