Navigate Smartsheet

From Home, you can:

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• Access Recents to see all the items you have recently opened.
  • Browse the items using the list layout or card layout.
• Access Favorites to review all your favorite items, folders, and workspaces.
• Access Workspaces to browse a list of the workspaces you have access to.
• Access Portfolios to browse a list of the portfolios you have access to.
• Use the Create button to quickly create items.
  • When creating new items, use the Location dropdown to select where you want to store them. 

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• Search, sort, and filter within any of the Recents, Favorites, Workspaces, or Portfolios tabs, whether you’re using card or list view. 
• Right-click any item to open it in a new tab.
• Use the Search option to filter down the items in your list.

If you’re a System Admins, you can set your company’s logo to replace the Smartsheet logo on Home.

Home

Home includes multiple ways to begin your work in Smartsheet effectively:

• Recents, Favorites, Workspaces, and Portfolios tabs to quickly access your work. You can search, sort, and filter across all tabs.
• Card and list layout options to personalize how you view items.
• A Create button to create items, workspaces, or portfolios and select the workspace where you want to store them.
• A Help & Feedback dropdown where you can visit the Help Center or access the form you can use to provide feedback about Smartsheet.

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Notifications

Take action quickly on pending tasks or review update requests, approval requests, and other notifications as you work in Smartsheet.

The three-dot menu in the Notifications panel allows you to mark all notifications read, delete them all, change your settings, or connect Smartsheet with Microsoft Teams or Slack via the Integrations option.

Search

Search for Smartsheet items or content within those items.

Browse

It contains every Smartsheet item that you own or are shared with. You can organize your Smartsheet items into folders and workspaces and access your WorkApps. 

Recents

See your most recently accessed Smartsheet items. You can do the following actions in your Recently Opened panel:

• Pin: Hover over an item and select the Pin icon to keep it at the top of the panel. You can pin up to 20 items here. The order in which pinned items appear is based on when you’ve pinned them—newly pinned items appear closer to the top.
• Unpin: Hover over a pinned item and select the Unpin icon. Or right-click the item and select Remove Pin.
• Remove: Right-click the item in the list and select Remove from Recents.

Unpinning or removing an item from Recently Opened doesn't delete it or remove your access to it. You can always access items you own or are shared to from Browse.

Favorites

Add frequently accessed items to Favorites to find them quickly.

Add sheets, reports, or dashboards to Favorites

1. Open a Smartsheet item.
2. Select the star icon next to its name.

Add workspaces to Favorites

There are two ways to do this:

1. Go to Browse > Workspaces. A list of the workspaces is displayed.
2. Select the star icon next to the workspace's name.

Or

1. Open an item contained in the workspace. 
2. At the top of the workspace panel, select the star icon next to the workspace's name.

Add folders to Favorites

There are two ways to do this if the folder lives within a workspace.

1. Go to Browse > Workspace. 
2. Select the workspace that contains the folder.
3. Select the star icon next to the folder's name.

OR

1. Open an item contained in the folder. 
2. At the top of the workspace panel, select the star icon next to the folder's name.

Removing an item from Favorites doesn't delete or remove your access to it. You can use Browse to look for any of your items at any time. 

Create

• Select the Create button to open a menu with multiple options for quickly creating new items, then select the location where you want to store them.

• Use the menu to also import content or create new workspaces and portfolios.

• Selecting More options redirects you to the Create page, where you can access templates, start from scratch, or choose a new workspace starting point.

You can search Smartsheet items, such as:

• Sheet names
• Report names
• Dashboard names
• Form names
• Rows
• Attachment names
• Sheet summaries
• Conversations
• Folders
• Workspaces
• Template names
• Collections

When searching for form names, you only see those you can access in the underlying sheet.

To find Smartsheet items:

1. On the desktop, select Search in the left navigation bar. On the mobile app, select the search bar at the top of your screen.
2. Enter your search terms in the search box.

Advanced search

You can use advanced search to get more results or to filter your search results. To access it, select Advanced search results in the search results window, or press Enter on your keyboard.

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There, you can refine your search results accordingly:

• Type: Smartsheet file type. Mark the checkboxes to select the item type you are looking for.
• Location: The location of the item.
• Last Updated: When the item was last changed.
• Sort: Sort the search results in ascending or descending order, or by suggested, which is the default Smartsheet sort.

Tips for using search

• For an exact match on the search term entered, wrap the term with double quotes: "search term"
  ABC-123.4
• To find terms in a specific sheet, open the sheet and then run the search. You can refine your search only to include results in the Current Sheet.
• You can search for attachment titles and descriptions, but you can’t search the contents in attachments.

• You can't see row results for sheets that haven’t been opened in the past two years. The sheet name appears in search results, along with attachments, conversations, forms, and sheet summaries. The rows within the sheet don't display.

  To make rows searchable again, you can add a column, save the sheet, and then remove the column. Rows may take up to 24 hours to re-index. 

• If you haven’t used your account for more than six months, it can take up to 24 hours for your search results to populate. Search is faster once the first set of results appears. Contact support if your search takes more than 24 hours.

Wildcard queries (for example, *project) aren’t supported. You receive results if you use a wildcard query, but the search function ignores the wildcard.