When there is a transition of responsibilities in your organization, you may need to transfer or take ownership of a workspace and all items within it.
What Is a Workspace?
Use a workspace to streamline the process of organizing and sharing multiple Smartsheet items (sheets, reports, dashboards). Workspaces are similar to folders, but allow you to quickly share all of their contents with someone—although you can also selectively share individual items as needed. Details on workspaces can be found in the Workspaces Overview article.
To transfer ownership of a workspace you own:
- From the Home screen, select the workspace you wish to transfer from the left navigation panel.
- At the top-right of the workspace, select the Share button.
The Workspace Sharing form appears.
NOTE: The recipient must be shared to the workspace before you can transfer ownership to them. See Share a Workspace for more information.
- In the form, select the current sharing permission level of the recipient and choose Make Owner from the list.
Check the checkbox next to Give them ownership of your items in the workspace as well to transfer items you own in the workspace in addition to transferring the workspace itself.
The recipient will receive a notification to alert them of the pending transfer in their notification center and email inbox depending on their personal notification settings. Once the recipient accepts ownership, you will become an Admin on the workspace (as well as on the items you previously owned if you opted to transfer item ownership).
If the request is declined or is not fulfilled within 7 days, the request will expire. You’ll need to repeat the process to generate a new transfer request
Request to take ownership of a workspace you are shared to
You can request to take ownership of any workspace you’re shared to. If you want to request ownership:
- Find the workspace from the Home screen in the left navigation panel.
- At the top-right of the workspace, select the Share button to open the Workspace Sharing form.
- In the form, select the current sharing permission level next to your name and choose Owner from the list.
In the example below, Sally Smart is requesting ownership from Isaac Intelligence.
- Confirm whether you’d like to also take ownership of the current owner’s Smartsheet items in the workspace as well, then select Send Transfer Request.
An email is sent to the current owner with a link to approve the transfer request.
If you don’t see your name in the list of collaborators that are shared to the workspace, then you may be shared to the workspace through a Contact Group instead of shared as a user. In this case, reach out directly to the workspace owner instead. See Use a Group to Send or Share Information for more information about Groups.
Keep the following in mind when transferring ownership of workspaces:
- The recipient will not be able to take ownership of the workspace if it will put them over their plan’s total sheet limit or if they are not a licensed user.
- If there are shared users outside of the recipient’s approved domain sharing list, they will continue to have access to the workspace. Information about approved domain sharing can be found in our help article, Configure Security Controls for an Enterprise Plan
- If you’d like to take ownership of a workspace from somebody who is no longer available, their System Admin should delete them and transfer ownership of all their Smartsheet items to an active user. See Admin Center: Add, Edit, and Delete Individual users with User Management for more information. If needed, the new owner can then transfer ownership of the specific workspace to you.