Manage items in a workspace

Workspaces keep your sheets, reports, dashboards, and other items organized and accessible to everyone you share them with. Add new items, move existing ones in or out, or delete what you no longer need.

Who can use this?

Plans:

  • Smartsheet
  • Pro
  • Business
  • Enterprise

Permissions:

  • Owner
  • Admin

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

Once you’ve created a workspace, you or any user on a plan with Admin-level sharing permissions can create, move, or delete items from the workspace.

Create a new item in a workspace

You must be an Admin or the workspace Owner to create a new item. Once you create an item, it gets saved to the workspace, and all collaborators shared to the workspace can access it.

Collaborators have the exact same view of the workspace that you have, including the folder structure and sheets it contains.

There are two ways to create a new item in a workspace:

From Home

  1. On the left navigation bar, select Home.
  2. Select the Workspaces tab and open the workspace where you want to add a new item. This opens the workspace panel.
  3. In the top left, select +Add to workspace, then select the item (such as Sheet, Report, Dashboard) you want to create in the workspace.
     
Add item to workspace

From Create

  1. On the left navigation bar, select Create.
  2. Select the type of item you want to create.

    Create from left nav bar
  3. Use the Location dropdown to find the workspace where you want to store the new item. You can also create a new workspace to store your items if you prefer.
Location dropdown

Move an existing item to a workspace

You can move any item that you own into a workspace. 

You must be the Admin or Owner of the workspace, and the Owner of the item. 

  1. On the left navigation bar, select Browse. 
  2. In the left panel, find the item that you want to move. Find your item under Sheets or Workspaces.
  3. When selecting a folder or workspace, a list of items displays in the middle of the screen. Select the item name and drag it to the desired workspace on the left panel.

Moving an item into a workspace automatically shares it with everyone who can access that workspace, while maintaining sheet-level sharing permissions.

To move an item that you don't own, you can either:

  1. Request Owner permissions for the item, then move it to your workspace.
  2.  In your workspace, grant Admin permissions to the item's Owner and then ask them to move the item into your workspace.

Move an item out of a workspace

You must have appropriate sharing permissions to the workspace to perform this action.

  1. On the left navigation bar, select Browse.
  2. In the left panel, navigate to the item that you want to move. The items in the workspace appear in the middle of the screen.
  3. Select and drag the item into your Sheets directory in the left panel or to a workspace where you have permission to add items.

If you move a folder, you also move all of its contents.

Removing an item or a folder also removes sharing from all workspace members, but retains sheet-level sharing permissions.  

When you move an item or a folder out of a workspace, you become the new owner of the items that you move.

Drag and drop items to and from a folder

You can drag and drop items between folders. Select the item you want to move, then drag and drop it once the selected folder appears highlighted.

To drag an item out of the folder, select it and drag it until the workspace name or the new destination folder appears highlighted. That’s how you know when to drop the item.

If you can’t see the item you moved in the folder right away, refresh your page and try again.

Drag and drop in workspace panel

Dragging and dropping items moves them between folders, but it doesn’t organize items in a specific order. All items are sorted alphabetically by default.

Delete an item from a workspace

You must have appropriate sharing permissions to the workspace to perform this action. 

  1. On the left navigation bar, select Home. From the Workspaces tab, select the workspace name. This opens the workspace panel.
  2. Select the item that you want to delete.
  3. To delete the item, select the three-dot menu and select Delete.
Delete item in workspace

Deleting a folder also deletes the sheets, reports, templates, and subfolders it contains.

Reports in workspaces

Anyone with Admin permissions to a workspace can delete and rename the reports it contains. 

If you delete a report from a workspace, you can recover it 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 it.

Deleted sheets, reports, and templates go into the Deleted Items section of the owner's Browse tab. You can recover items in Deleted Items for up to 30 days. 

Access forms in workspaces

On the left navigation bar, select Home. From the Workspaces tab, select the workspace name. This opens the workspace panel.

Find your forms under their associated sheet to perform any of the following actions:

  • See, select, and load the form
  • From the Form menu within the workspace panel:
    • Open the form in a new tab with the published form URL
    • Copy the published form URL directly from the workspace
    • Select Edit to open up the form in builder mode
forms in workspaces

Use the navigation header to navigate between the submission page, the form builder, and the sheet where you’re storing form responses.