Applies to
Sharing permissions on sheets, reports, or workspaces
When you share an item with someone, the permission level you assign to them determines what they can do.
Who can use this?
Plans:
- Smartsheet
✓ = included
x = not included
Sharing permission levels on sheets
Sheet management
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| View all sheet data, including comments | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Edit unlocked rows and columns in a sheet** | x | x | ✓ | ✓ | ✓ | x |
| Edit cells in locked columns or rows** | x | x | x | ✓ | ✓ | x |
| Delete locked rows** | x | x | x | ✓ | ✓ | x |
| Insert rows** | x | x | ✓ | ✓ | ✓ | x |
| Insert, rename and delete columns, change column properties* | x | x | x | ✓ | ✓ | x |
| Move columns within a sheet* | x | x | x | ✓ | ✓ | x |
| Hide or unhide columns* | x | x | x | ✓ | ✓ | x |
| Move rows within a sheet** | x | x | ✓ | ✓ | ✓ | x |
| Move rows to another sheet (you must have the same permission level in both sheets)** | x | x | ✓ | ✓ | ✓ | x |
| Lock or unlock columns and rows* | x | x | x | ✓ | ✓ | x |
| Delete unlocked rows** | x | x | ✓ | ✓ | ✓ | x |
| Edit conditional formatting rules* | x | x | x | ✓ | ✓ | x |
| Enable or disable Highlight Changes in a sheet or report** | x | x | ✓ | ✓ | ✓ | x |
| Export a sheet or report | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Sort unlocked rows and freeze columns without saving | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Sort locked rows** | x | x | ✓ | ✓ | ✓ | x |
| Save changes after sorting rows or freezing columns** | x | x | ✓ | ✓ | ✓ | x |
| Add new attachments and comments in a sheet or report** | x | ✓ | ✓ | ✓ | ✓ | x |
| Download attachments in a sheet or report | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Filter data in sheets with the Unnamed Filter | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Name filters to save them** | x | x | ✓ | ✓ | ✓ | x |
| Apply saved filters (not available for Pro plan) | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Create, edit, and delete shared filters (not available for Pro plan)* | x | x | x | ✓ | ✓ | x |
| Use the Save as New command to save the sheet as a new sheet* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Save a sheet as a template* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Rename a sheet or report** | x | x | x | ✓ | ✓ | x |
| Delete a sheet or report/restore a deleted sheet or report** | x | x | x | x | ✓ | x |
| Create a connection from a sheet to a DataTable** | x | x | x | ✓ | ✓ | x |
Any collaborator with Admin access to a workspace can delete and rename the sheets it contains. If a sheet is deleted from a workspace, it's recoverable for 30 days from the sheet owner's Deleted Items folder. Admins can see the item in their folder, but don’t have permission to recover the item.
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
Collaboration
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Share a sheet or report** | x | x | ✓ | ✓ | ✓ | x |
| Change the sharing permissions of other collaborators (for example, from Editor to Admin)** | x | x | x | ✓ | ✓ | x |
| Send a sheet or report via email to self or others | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Send rows via email to self or others* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Publish a sheet or report (Business and Enterprise accounts only)* | x | x | x | ✓ | ✓ | x |
| Create and manage forms* | x | x | x | ✓ | ✓ | x |
| Send and edit Update Requests* | x | x | ✓ | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
Automation
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Create and edit row-level and sheet-level reminders for other sheet collaborators** | x | x | x | ✓ | ✓ | x |
| Move or copy rows to another sheet for themselves | x | x | x | ✓ | ✓ | x |
| Create and edit row-level reminders or alerts for themselves | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Create and edit sheet-level reminders or alerts for themselves* | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Create and edit automated workflows (for example: approval requests and automated update requests)* | x | x | x | ✓ | ✓ | x |
| Can disable or delete any automated workflows for themselves*** | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Can disable or delete any automated workflows for other sheet collaborators* | x | x | x | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
***Available only on alert workflows
Project management
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Create and edit dependencies in project settings* | x | x | x | ✓ | ✓ | x |
| Display or hide the critical path on a sheet** | x | x | ✓ | ✓ | ✓ | x |
| Create and edit baselines in a sheet* | x | x | x | ✓ | ✓ | |
| View baselines in a project sheet | ✓ | ✓ | ✓ | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members
AI tools
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| Generate formulas* | x | x | ✓ | ✓ | ✓ | x |
| Text and summaries* | x | x | ✓ | ✓ | ✓ | x |
| Analyze data | ✓ | ✓ | ✓ | ✓ | ✓ | x |
*Available only to licensed Enterprise users (Legacy Collaborator Model) or Enterprise Members (User Subscription Model)
Sharing permission levels on reports
Available options | Viewer | Commenter | Editor | Admin | Owner | Plan Asset Admin |
|---|---|---|---|---|---|---|
| View all report data in all columns, including comments (if the user is also shared to the underlying source sheets) | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Refresh and run the report to update its content | ✓ | ✓ | ✓ | ✓ | ✓ | x |
| Edit unlocked rows and columns (if the user also has editing permission in the source sheets)** | x | x | ✓ | ✓ | ✓ | x |
| Freeze columns** | x | x | ✓ | ✓ | ✓ | x |
| Modify the report builder criteria* | x | x | x | ✓ | ✓ | x |
| Sort the report* | x | x | x | ✓ | ✓ | x |
| Rearrange columns** | x | x | x | ✓ | ✓ | x |
| Add and remove columns* | x | x | x | ✓ | ✓ | x |
*Available only to licensed users (Legacy Collaborator Model) or Members (User Subscription Model)
**For User Subscription Model plans, available only to Members