Dynamic View

APPLIES TO

  • Smartsheet
  • Business
  • Enterprise
  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

Dynamic View is an add-on capability for Business and Enterprise plans.

Dynamic View Admins have the highest level of view access.

Smartsheet Dynamic View enables business owners to share information to the right people at the right time for viewing or editing. Whether working with vendors, mixed internal and external teams, or across organizations, Dynamic View allows you to maintain process confidentiality by preventing users or vendors from accessing the full sheet, all without hindering the collaboration required to quickly execute work. 

Log in to Dynamic View now

Dynamic View: Create and manage views of your data

APPLIES TO

  • Smartsheet
  • Business
  • Enterprise
  • Smartsheet Advance Package

RELATED CAPABILITIES

Who can use this capability?

Dynamic View is an add-on capability for Business and Enterprise plans.

Dynamic View Admins have the highest level of view access.

Dynamic View allows you to surface specific data for others to view and edit.  

Before you create views in Dynamic View

  1. Make sure you have all the Dynamic View app essentials in place.
  2. Create the source sheets and reports to hold your process and set permissions for view creators.

Start a new view

Create and access Dynamic Views from the Dynamic View menu at the top of your sheet or report. 

  1. Sign in to Dynamic View with your Smartsheet credentials.
  2. In the upper-right area of the screen, select Create View.
  3. Select the item to create your view from, and select Create

If you select the wrong source item, create another new view. You can't go back and select a different source item.

Name your View and set overall permissions

Enter a name for the view, set what people can view, and if they can add new items to a source sheet.

Here are a few things to know about the settings in this step:

  • Review by current user: Filter a user's view on the tasks assigned to them via the Contact List column
  • Restrict view by sheet filter: Sheet filters help you refine what data appears in the view. 
  • New Item Submission: You can allow users to create new entries. If your source is a report, specify the underlying sheet—not just the report. 

If you gather information from a wide range of users, you may find it useful to create a form instead. A form makes your data consistent–and it's another way to make sure everyone uses their view correctly.

Select which fields appear in the grid

displayed fields

  1. In the Available fields section, select the fields you want to display in the view.
  2. To filter data on specific fields, add any dropdown or symbol fields from your source data. 
  3. Optional: Add attachments or comments with the following settings:  
    • Attachments
      • Display attachments
      • Users can add attachments
    • Comments
      • Display comments
      • Users can add comments

The fields you select in this step appear as columns and rows in the Dynamic View. If you want to show fields only when certain conditions apply, don't add them in the Visible fields section. Instead, set the conditions or logic on the Details Panel tab.

Configure the details pane 

The details pane allows you to customize what appears for users after they select a row in the Dynamic View. You can use the details pane to gather information and provide detail. 

  1. From Available fields, drag the fields to the Details Panel Layout section.
  2. (Optional) Toggle Details panel description and enter instructions for your users. They'll see your message when they open the details view from within a Dynamic View. 
  3. Select the tab that you want to appear first when your users open the Dynamic View: data, attachments, or comments. 
  4. Select the field that you want to configure. 
  5. Edit the field properties or logic. Field properties define the field, and logic allows you to apply conditional logic to the field. 
    • On the right-hand bar, select the Field Properties icon.
      When you select a field in the Details Panel Layout section, the Field Properties pane opens.
    • To edit the field logic, select the Field Logic icon in the right-hand bar.

Field properties

Use the following

To do the following

Notes

Custom label

Create a custom label for the field. 

To add a custom label, expand the Custom label box.

Field options:

  • Required
  • Read-only
  • Hide

Set a field's level of importance.

If you turn off all these options, the field will be optional and editable. 

Display as

Fine-tune the field size.

Select an option: 

  • Single Line
  • Multiple Line

Initial value

Set a default value in a field. 

If you allow new submissions to the View, the value you add in this field will be the default value. 

Read only field

Some fields may not be editable depending on their data type or the information in the cell. The following conditions make a field read-only in Dynamic View:

  • Field is from a System Column
  • Field is from a Gantt End Date Column
  • Field is the End date column in the date range display of the project settings
  • Field is from a Gantt Predecessor Column
  • Cell in source sheet contains a formula
  • Cell in source sheet contains an inbound cell-link
  • Cell in source sheet contains a Hyperlink

     

Field logic

When you add field logic, your view shows or hides fields. This logic is based on the conditions or changes that happened either on the Smartsheet item or in Dynamic View.

Field logic relies on dropdown lists and symbol columns. You'll need a dropdown or symbol column in your source sheet to name and save your field logic rules.

If your source is a report with multiple sheets, the dropdown values in a given column need to be consistent across all sheets. You may not be able to use value in your field logic if a sheet is missing a value in the column properties.

  1. In the Field Logic pane, select + Logic
  2. Assign a name for your field logic. 
  3. In the When section, identify the column and the value(s) which will trigger the logic. 
  4. In the Action section, select what will happen when the View detects the trigger. You can: 
    • Hide selected fields.
    • Show selected fields as Read-only.
    • Show selected fields as Editable.
    • Show selected fields as Required.
  5. Choose the field(s) that will appear in or disappear from the View; then select Save.

Visibility permissions defined here appear in the Details pane. To access the Details pane, select a row in the View.

It's possible to create rules with conflicting actions. Dynamic View favors the rule with the lowest permission level