Change Ownership of a Sheet, Report, or Dashboard

If you need to transfer ownership of sheets, reports, or dashboards between people, you can do so for a single Smartsheet item or as a bulk transfer (only available to System Admins on Business and Enterprise accounts).

Although there isn't a direct option to transfer selective items in bulk, you can use the steps here to transfer multiple, specific items more quickly.

Sheets and reports can only be transferred to a licensed Smartsheet user. More information on licensed can be found in the Account-Level User Types for Multi-User Plans help article.

NOTE: This article discusses transferring ownership of sheets, reports, and dashboards that have been individually shared—even if they're contained in a workspace. If you're looking to transfer ownership of an entire workspace, see Change the Workspace Owner or Remove Collaborators.

Requirements Before You Can Make the Transfer

Make sure that the following requirements are met before attempting to transfer items:

  • If you need to transfer items that are in a workspace, the items must first be shared individually. More information on how you can share Smartsheet items individually is available in the Sharing Sheets, Reports, and Smartsheet dashboards help article.
     
  • The person you're transferring sheets, reports, or dashboards to must have a paid license.

    NOTE: If you're on a Individual subscription plan and also need to transfer your user license to another account, you can use our instructions to Transfer your Paid Subscription.
     
  • If you're transferring reports, the person you're transferring them to must have a Business or Enterprise plan.
  • If you're transferring dashboards, the person you're transferring them to must have a Business or Enterprise plan.

Transfer Ownership of a Single Smartsheet Item

    Give Ownership of a Sheet, Report, or dashboard to Someone Else

    1. Share the sheet, with any sharing permissions, to the intended new sheet owner. If the sheet is located in a workspace, the intended new owner will need to be offered Admin access. (See Sharing Sheets for more information on how to share sheets.)
    2. After the sheet has been shared, open the Sharing form by clicking the Sharing tab at the top of the sheet and expand the Collaborators section. (Click the arrow next to Collaborators.)
    3. In the Dropdown next to the intended new sheet owner, select Make Owner. The Make Owner option is not available for people who are only shared to the workspace (as indicated by the workspace icon to the right of their sharing permissions)


    NOTE: If your trial has expired, or if you’ve canceled your paid subscription, no approval email is sent and the transfer of ownership happens automatically.

    What happens next?

    Once the existing owner clicks on the Approve link in the email, the requestor will be made the new sheet owner and the previous owner will become an Admin on the sheet. All other shared collaborators (if any) will remain shared and will retain their sharing permission level. A confirmation email is sent to the requestor stating that the request was approved or declined. The sheet now counts against the sheet limit in the new owner’s account.

    Request to Take Ownership of a Smartsheet Item

    Only licensed users (and not users on a free trial) can take over ownership of a sheet. 

    NOTE: You can use these same instructions to transfer ownership of a report.

    1. Share the sheet, offering Editor or Admin access, to the intended new sheet owner.

      NOTE: If the sheet is located in a workspace, you need to be shared to the workspace and shared to the individual item directly. (See Sharing Sheets for more information on how to share individual items.) Items that have been shared individually and can have ownership transferred will have the following icon when looking at them from your Home tab.

      workspace sharing
       
    2. After the sheet has been shared, have the intended new sheet owner log in and click their Home tab at the top of Smartsheet.
    3. The intended new sheet owner should look in the left sidebar and click on the name of the folder or workspace where the sheet is located. The sheets it contains will be displayed in the middle of the screen.
    4. The intended new sheet owner can right-click on the name of a sheet and select Make me the Owner.

    An email is sent to the existing owner with a link to approve the change of ownership request.

    NOTE: If the existing sheet owner’s trial has expired, or if the existing sheet owner has canceled their paid subscription, no approval email is sent and the transfer of ownership happens automatically.

    What happens next?

    Once the existing owner clicks on the Approve link in the email, the requestor will be made the new sheet owner and the previous owner will become an Admin on the sheet. All other shared collaborators (if any) will remain shared and will retain their sharing permission level. A confirmation email is sent to the requestor stating that the request was approved or declined. The sheet now counts against the sheet limit in the new owner’s account.


    Bulk Transfer Items (Business and Enterprise Only)

    System Admins of Business and Enterprise accounts can bulk transfer sheets, reports, and dashboards between licensed users.

    NOTE: This process will transfer all sheets, reports, and dashboards that the licensed user owns. If you need to selectively transfer certain items, use the steps below in the Selectively Transfer Items in Bulk section.

    1. Click Account in the upper-right corner of the screen and select Account Admin to display the Account Administration form.
    2. Click the User Management tab.
    3. Click the drop-down arrow next to the user whose sheets you want to transfer and select Transfer Owned Sheets to Other User.

      This will display the Account Administration form.

      User Management: Transfer Owned Sheets

      TIP: Before transferring, you can see which sheets a user can access by selecting Download User Sheet Access Report.
       
    4. Select the person that you want to transfer items to and then click OK.

    Transferred sheets, reports, and dashboards will appear in the Sheets section of the new owner Home tab in a folder named Transferred from [email address of previous owner].

    After transferring, the original owner assumes Admin sharing permissions on the items, while the new owner assumes Owner permissions. All other shared collaborators (if any) will remain shared and retain their sharing permission level.


    Selectively Transfer Items in Bulk

    Although there isn't a direct option to transfer selective items in bulk, you can use the steps here to transfer multiple, specific items more quickly:

    1. Create a workspace and share the intended new owner to the workspace with Admin-level sharing permissions. (See Workspaces Overview for more information on workspaces.)
    2. Navigate to your Home tab (upper-left) and place all of the items in a folder, then drag-and-drop them into the workspace.
    3. Have the intended new owner sign in and navigate to the workspace.
    4. The new owner can drag-and -rop the items into their Sheets folder to become their new owner.
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