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.

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.

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.

Before You Begin

Bulk transfer is available only for multi-user account types. Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.

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.

Requirements Before You Can Make the Transfer

Make sure that the following requirements are met before you attempt 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 item, with any sharing permissions, to the intended new owner. If the item is located in a workspace, the intended new owner will need to be offered Admin access. (See Sharing Items for more information.)
    2. After it has been shared, click the Sharing button at the top of the item and, in the Sharing form that appears, expand the Collaborators section. (Click the arrow next to Collaborators.)
    3. In the Dropdown next to the intended new 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)

    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 owner and the previous owner will become an Admin on the item. 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. If the transferred item is a sheet, it now counts against the 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, report, or dashboard. 

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

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

      NOTE: If the item is located in a workspace, you need to be shared to both the workspace (with Admin-level sharing permissions) and shared to the individual item directly. (See Sharing Items 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 Home in the left panel.

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

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

    If the existing owner’s trial has expired, or if the existing 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 owner and the previous owner will become an Admin on the item. 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. If the transferred item is a sheet, it now counts against the 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.

    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 person whose items you want to transfer and select Transfer Owned Items to Other User.

      transfer items

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

    The new owner will see transferred sheets, reports, and dashboards in Home in their left panel 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 Home in the left panel 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-drop the items into their Sheets folder to become their new owner.
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