Set up an allowlist to ensure that others can share Smartsheet items only with people with a company email address. You can also restrict sharing by domain or by specific email addresses.
USM Content
This article covers setting up and managing the safe sharing policy, which restricts the email domains and addresses your users can share Smartsheet items with. If you're looking for SAML or SSO configuration, see Admin Center: Manage authentication options.
Before you begin
Before enabling safe sharing, ensure you've added and validated at least one domain.
Once the policy is set up, Smartsheet automatically includes your activated domains in your allowlist. Doing this enables sharing with users in the allow list and those who belong to any validated domain. Learn more about the safe sharing policy.
Set up the policy
- Go to Admin Center and select the menu icon on the top-left corner.
- Navigate to Governance Controls.
Select Manage on the Safe Sharing Policy card.
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Slide the toggle to turn on the policy.
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Edit your allowlist
- Select Manage on the Safe Sharing Policy card.
- Select Edit Sheet on the list you'd like to edit:
- Domains allowed
- Email addresses allowed
- Add, edit, and remove domains or addresses from the list.
When adding domains, don't include the @. For example, @domain.com should be entered as domain.com. Also, when adding individual email addresses, you don’t need to validate the domain.
If you've accidentally deleted your safe sharing list, you have 30 days to retrieve it from the recycle bin.
Deactivate safe sharing
Deactivating safe sharing immediately removes all sharing restrictions. Any content previously restricted becomes shareable with anyone.
To deactivate the policy, open the Safe Sharing Policy pane and slide the toggle to turn it off. Turning off the safe sharing policy allows collaborators to share Smartsheet items with anyone outside of your organization.
Manage ongoing access requests
When you activate safe sharing, you can share a link to a form that allows members of your organization's plan to request that System Admins add extra domains or email addresses to the allow list. You can use the Input URL here field for this purpose.
Once you do that, the link appears in a Smartsheet window whenever someone attempts to share or email an item from Smartsheet to someone whose email address falls outside the allowlist.
Your link can be:
- A URL for an existing system your organization uses (such as an IT ticketing site)
- A Smartsheet form
Any Smartsheet items that you shared before enabling domain restrictions remain shared with anyone outside of the approved domains. You can generate a sheet access report to see shared items.
Safe sharing list and premium applications
If your organization uses Smartsheet premium apps, review the table below to understand how each app interacts with the safe sharing policy.
| Premium application | Integration with Safe Sharing List |
|---|---|
| Brandfolder | Depending on Admin settings, users can share assets privately or publicly as a link. There's no integration with the safe sharing list. |
| Bridge | Bridge supports the safe sharing list through modules in Bridge workflows. |
| Calendar | Calendar supports the safe sharing list. |
| Control Center | There's no integration with the safe sharing list. |
| DataMesh | DataMesh inherits access permissions and the safe sharing list from the signed-in user. These are both adhered to when creating and transferring DataMesh configurations. |
| Data Shuttle | There's no sharing model for Data Shuttle. |
| Data Tables | You can only share with others within a company, and you don't need the safe sharing list. |
| Dynamic View | Dynamic View supports the safe sharing list. |
| Pivot | Pivot only uses sheets which support the safe sharing list. |
| Resource Manager | You can only share Resource Management reports with other Resource Management users through a link. There is no integration with the safe sharing list. |