Share collections in workspaces

Share collections in workspaces

You must be the Admin of the workspace where the collection lives to share it.

Here's how to share a collection:

1. Go to Home > Workspaces tab and select the workspace that contains the collection. This opens the workspace panel.
2. Select the collection you want to share.
3. Select the three-dot menu.
4. Select Share collection.

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5. In the share dialog, add the users or groups you’re sharing the collection with.
6. Select Share.

Your collection is shared.

Alternatively, you can use the Share button in the upper-right corner of an open item to share the collection or just that item.

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In the Customize message drop-down, you can personalize the subject and body text of the notification email you’re sending to the people shared to the collection.

Things to consider:

• Sharing a collection with someone grants that person access to the collection and all of its items. You can however, specify each person's access level to each item.
• You can share any Smartsheet user to a collection regardless of the user's plan.
• When you copy a workspace using the Save as New… option from Browse, the Sharing Options you choose only apply to the workspace, but not to the unique permissions of its internal collections. Anyone with access to the new workspace can access its collections.

Manage access to collections in workspaces

Every person you share to a collection gains access to all of its current and future items.

Content within collections

Users shared to a collection have Viewer permission to all its items by default. Here are the collection permissions you can assign to an item:

1. Commenter
2. Editor
3. Viewer

Here's how to change an item's permission: 

1. Open the workspace panel
2. Open the collection containing the item you want to update.
3. Select the three-dot menu next to the item.
4. Select Change permissions.
5. Select the permission level you’d like to assign.

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Alternatively, you can select an item's permissions directly from the icon next to the item.

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Permissions for external links, forms, and Dynamic Views are managed outside of collections. All external content has only Viewer permissions.

Request access to a collection

If you try opening a collection but can't do so, you might need to request access to it.

Common reasons for not having access include:

• You received a share link, but your email address isn't shared to the collection.
• You're logged into Smartsheet with an email address different from the one the share link was sent to.
• The collection Admin has removed your access to the item.
• The Admin has deleted the collection.

If you'd like to access a collection that isn't shared to your email address, open the URL to see the Request access button. Additionally, use the text box to provide context.

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Requesting access prompts an email to the collection Admin with a link they can use to select a sharing permission level. Once the collection Admin has completed this process, you can access the collection.

When an Admin approves the request, you get a notification. However, if they deny your request, you don’t get a notification.

How collection access works

• When you share a collection with someone, you grant them access to the items in that collection, regardless of what those items are.
• People shared to the collection can access the underlying items with a direct link or through the collection.
• When you share a collection with someone, they can access its items at the highest permission level they have. That means that you can share the collection with someone with Viewer permissions, but if they previously had Editor permissions on the item, they can continue to access that item as Editor.
• When you copy a workspace that includes collections, anyone with access to the new workspace can access its collections. You can assign additional permissions to specific collections.