A System Admin for an Enterprise plan can configure security controls to manage the way their users are working in Smartsheet. To get started, select Account > Account Admin, and then select Security Controls on the left panel of the Account Administration window.
System Admins can:
- Set up an Approved Domain Sharing List to prevent sheets from being shared or sent to unauthorized email addresses
- Limit Group Membership Options to only include users on the account
- Choose which Authentication Options are allowed for users
- Enable User Auto Provisioning to automatically add new users to the account if they sign up for Smartsheet using an email address owned by the organization
Who can use this capability
System Admins for the Smartsheet account can configure security controls.
The capabilities discussed here are available on Enterprise plans only.
Set up an approved domain sharing list
Use this capability to restrict sharing by domain or by specific email addresses—for example, use it to ensure that sheets are shared only to people with a company email address. You'll do this by setting up a whitelist.
NOTES:
- Users will also be prevented from sending emails from Smartsheet to restricted domains and email addresses.
- Subdomains will need to be whitelisted individually, as they aren't included when you whitelist a domain. For instance, whitelisting "company.com" will not whitelist "portal.company.com" as well. (You'll need to whitelist both domains.)
- Select Account > Account Admin > Security Controls.
- In the Approved Domain Sharing section, select Edit.
The Approved Domain Sharing List window appears:
- Select the Enable sharing in Smartsheet only to the domains and email addresses listed below checkbox.
- In the Approved domains box, type in each email domain (for example: companydomain.com) that users will be allowed to share to.
NOTE: Each domain must appear on a separate line.
If there are any specific email address that users should be able to share to that fall outside of the allowed domains, enter them in the Approved email addresses box.
TIP: Provide a link to a form for members of your organization's plan to make a request for System Admins to include additional domains or email addresses in the white list. Your link will be presented in a Smartsheet window whenever users in your plan attempt to share or email an item from Smartsheet to someone whose email address falls outside of the whitelist.Your link can be:- A URL for an existing system your organization uses (such as an IT ticketing site)
- A Smartsheet form (check out our article on Forms for more information)
- select OK.
Once you enable the Approved Domain & Address Sharing capability, people in your account must use email addresses with approved domains when they do the following:
- Share sheets and workspaces
- Send rows
- Use form links
- Manually or automatically send any alerts or requests (alerts, reminders, update requests, approval requests)
Smartsheet items that were shared before domain restrictions were enabled will remain shared to anyone outside of the approved domains. You can generate a Sheet Access Report to see what items have been shared with whom, details on this are available here.
Modify an approved domain sharing list
To change the list:
- Select Account > Account Admin > Security Controls.
- In the Approved Domain Sharing section, select Edit.
- Select the Edit button on the Security Controls form.
- Add, edit, remove domains/addresses from the list, and select OK.
To disable the capability, select the Edit button, uncheck the Enabled checkbox, and select OK.
Change group options
Restrict the type of user who can be added to a group by Group Admins. For example, you can limit this to only users on the account or allow all users and external contacts in groups.
- Select Account > Account Admin > Security Controls.
- Click Edit in the Group Membership Options section.
The Group Management Options window appears:
- Select whether to have group membership Limited to Account Users Only. When this option is selected, only users shown in the User Management screen can be added to groups by Group Admins.
To learn more about creating and managing groups, see the Managing Groups help article.
Manage authentication options
All Smartsheet customers can log in using their email address and Smartsheet password or they can choose from a number of single-sign on options. System Admins have the ability to disable any of these log in options as desired.
Learn more about this in the article Manage Authentication Options for an Enterprise Plan (System Admin).
Enable user auto provisioning
User Auto Provisioning automates the process of adding users to an Enterprise account in Smartsheet. Rather than manually inviting users through the User Management screen, enable this capability to automatically add users to your account if they sign up for Smartsheet with an email address owned by your organization. You can choose to automatically add users to the account as licensed or non-licensed, depending on the access you'd like to provide.
Review our help article on User Auto Provisioning for detailed instructions. Completing the process will require you to add record(s) to your Domain Name System (DNS), so you may need to loop in an internal technical resource for assistance.