By sharing the report, users can access it through their Smartsheet account based on their permission level - Viewer, Editor, or Admin - at any time. If they've never logged in to Smartsheet before, they'll be prompted to create a password to secure their account.
NOTE: For security purposes, a report doesn't give access to sheets that haven't already been shared to a user. For example, you can share a report that looks across three sheets to a collaborator who only has access to one of them. When the collaborator opens the report, they'll only see rows pulled from the one sheet that's shared to them. If the collaborator isn't shared to any sheets, their version of the report will be blank.
To share a report:
Click the Sharing tab at the bottom of a report. The Sharing form appears.
If the report isn't shared with anyone, you'll see the Invite Details. If others are currently shared, you'll see a list of existing Collaborators appear by default, but can easily switch to the Invite Details if desired.
In the Invite Collaborators field at the top, type in the email address(es) of the people or groups you want to share the report with. Separate multiple email addresses with a comma or semicolon. TIP: If you've added contacts to your Smartsheet Contact List, click the collaborator icon to the right to check off the contacts you'd like to share with. Team/Enterprise users will also be able to choose from other members of their team.
Select a Permissions level:
NOTE: The permission level you select applies to the Report Builder. In order to edit the rows pulled into the report, the collaborator also needs to have the appropriate permission level to the source sheet(s).
Viewer: can view and export the report, but can't make any changes to the data
Editor: can edit the rows in the report and share it out with others, but can't change the Report Builder criteria
Editor - cannot share: can edit the report but can't share it out with others or change the Report Builder criteria
Admin: can edit rows in the report, change the Report Builder criteria, and share it out with others
For a detailed breakdown of features available to each permission level, check out our Sharing Permission Levels article.
Group Admins on Team and Enterprise plans can add a member to a group to also add them to all sheets shared to that group.
(Optional) Open the Invite Details to view, edit and/or cancel the sharing notification email that will be sent to the collaborator.
By default, the Subject Line of the email will include the name of the report and whether the invitation is to edit or only view. If desired, you can edit the subject line however you see fit.
If desired, type in a Personal message. This will be the message body of the sharing notification email.
By default, Send email is selected meaning the collaborator will receive an email notification that you've shared the report with them. The email will contain a link they can click to access the report in Smartsheet. If it's their first time using Smartsheet, they'll be prompted to create a password to secure their account. If it isn't their first time, clicking the link will prompt them to log in to their account before they can access it. The sharing notification email should be deleted after the collaborator is able to access the report as the link will eventually expire. Collaborators can always access their sheets and reports from the Home tab in Smartsheet.
De-select the Send email checkbox to prevent sending the email. The collaborator can still access the sheet by logging in to Smartsheet and clicking their Home tab at the top.
While Send email is selected, you can choose to Cc myself to receive a copy of the email that's sent out to the shared collaborator(s).
Click the blue Share button. This will add the collaborator to the report and send out the sharing email if you opted to send one. The Sharing form updates to show you the list of shared Collaborators including those you just added.
By sending the report as an attachment, recipients can view the report in PDF or Excel format, without having to sign in to Smartsheet. To send:
Click the sheet icon on the left and select Send as Attachment. The Send as Attachment form appears.
Enter the email address(es) of the recipients in the To field. Separate multiple email addresses with a semicolon. TIP: If you've added contacts to your Smartsheet Contact List, click the collaborator icon to the right to check off the contacts you'd like to share with. Team/Enterprise users will also be able to choose from other members of their team.
Edit the Subject or Message, if necessary.
Select the attachment type in the Attach as field, either PDF or Excel. TIP: If sending the report as a PDF attachment, you can use the options link to access the PDF Setup menu and additionally define how the attachment will look.
Click Send. The recipients appear in the Sent to section of the form.
TIP: You can schedule your report to be sent on a recurring basis automatically by clicking Schedule from the Send as Attachment form. The Recurrence form appears. Select a recurring option (daily, weekly, monthly, or yearly), then click OK. Recurrences will appear in the right panel, and you can click the drop-down arrow to edit or delete them. The report will run automatically before it's sent out via email.