WorkApps

WorkApps is a no-code platform for building intuitive web and mobile apps to streamline your business and simplify collaboration. With WorkApps, you can build customized apps directly from sheets, forms, reports, dashboards, and even external content like files, weblinks, videos, or slideshows, all with no technical skills required. 

You can also identify and assign different end-user roles for all of the stakeholders who are going to use the app. This allows everyone to work from the same app, using the same underlying datasets, but with a tailored experience based on their role. 

WorkApps is available on Enterprise and Premier plans. 

Create and Edit a WorkApp

You'll start creating a WorkApp from the builder. To get there from Smartsheet, select the plus icon from the left rail and select Create > WorkApps. (Or, navigate directly to https://workapps.smartsheet.com and log in with your Smartsheet credentials.)

Create a WorkApp

From WorkApps home, do the following to get to the builder:

  1. Select + Create app from the upper-right corner of the page.
  2. Choose a template or start from scratch.
    If you choose to use a template, click Getting Started to for instructions about how to use it.

Create app

You can change the name of the app by clicking on Untitled App.

Name WorkApp

You’ll be taken to the WorkApps builder where you can begin adding pages and tailoring the application to your stakeholders needs. 

When you go through the app, you'll be guided through the steps to create your app. 

Guided Experience

To revisit the Guided Experience, click ? and select Tour WorkApps.

Tour WorkApps

Edit a WorkApp

To edit an existing app, navigate to https://workapps.smartsheet.com and select the app you’d like to edit.

You can also select the menu icon to delete the app, or view the live app if you’ve already published it.

Menu Icon

Any changes you make in the builder are automatically saved if you exit the WorkApp. It is then set to Draft mode.

To exit the builder and select a different app to edit, select the WorkApps Home icon

Add and Edit Pages

  1. Select the Pages icon from the left rail to open the Pages section of the app builder.

    This is where you can add, delete, and edit pages that are included in your application.
     
  2. Use the Add Pages menu on the left of the window, to add Smartsheet Content (such as sheets, reports, and dashboards), Smartsheet Forms, and Web Content.

Add Pages


Added pages will appear on the left side under Current Pages.

Rename or remove a page

Hover over any page name and select the menu icon to rename or remove it.

All pages will be added with Viewer permission by default.

Current Pages

Add a form or external web content

Forms are not searchable in the builder. To add a form, click Add Pages > Smartsheet form, and paste the URL of the form into the Smartsheet Form Link box.

You can embed the same list of external web content as Dashboards in WorkApps. (To learn more about what can be added to the WorkApp, see Embed Content from Outside Sources.)

Adjust Page Settings

With any page selected under Current Pages, select the Page Settings icon at the top-right to open the Page Settings panel. 

Most pages will only display only the page source; however, there are additional settings available for sheet pages. For sheet pages, you can control the following:

  • The default page view You can specify which view is used when the  sheet is opened in the WorkApp on desktop (Grid View or Card View) and in the mobile Android and iOS apps (Mobile View or Grid View).
     
  • Filter settings You can apply a saved default filter to help collaborators see key information first. You can also change your Card View settings such as Level, and View By.

Add Smartsheet Content to Your WorkApp

When you want to add Smartsheet Content, a window will appear that allows you to search for any item you own or have Admin-level access to.

Add Pages to Your App

If you have access to a lot of Smartsheet items, you can filter your results to sheets, reports, or dashboards using the filter icon at the top-right corner. You can also use the Search bar to find Smartsheet items by name.

NOTES: 

  • If your search terms yield a large number of results, it can take some time to load. Try entering the exact name of the item to find items more quickly with the search bar.
  • If you just created new content, you may need to select the refresh button to reload the page. The new item will appear on the refreshed list.

Add Roles to a Workapp

After you’ve added all the desired pages to a WorkApp, you can create Roles to control which pages different stakeholders can view and edit.

Permission levels in WorkApps roles are independent of the Smartsheet permission levels for collaborators on the source item. If you share a WorkApp to someone, you do not need to grant them access to each individual Smartsheet item contained in the WorkApp.

Here are some examples of how you might use this capability:

  • Reveal different parts of a project to specific roles You could create a role for Project Managers which allows people in that role to edit the full project plan and view the metrics dashboard. You can also create a separate role for Assignee, which hides the metrics dashboard and only allows the people in that role to edit a report that displays their assigned work.
  • Give a user access to a report outside of Smartsheet A user who is not shared to an Open Requests report in Smartsheet can be granted editor access to the same report through the WorkApps roles permissions. This collaborator will not be able to see or interact with the report in Smartsheet but they will be able to access it in the WorkApp.
  • Target work assignments Leverage the Current user filter on a report and set the page permission to editor. The report will be filtered to display only the rows that are relevant to the collaborator. The collaborators in a role with editor permissions for the page will be able to edit the row values of the rows that are assigned to them using the WorkApp.  

Create and edit roles

To open the Roles panel, select the Roles icon from the left rail.

To create a role from the Roles panel select Add Roles.

To edit or remove (delete) an existing role, select the menu icon to the right of the role name and select Edit or Delete, respectively.

Roles


After you create a role or select a role to edit, you’re taken to the role settings page.

Role Settings

On this page, you can do the following:

  • Name the role by selecting the bold role name at the top of the panel.
  • Control who is assigned to this role by selecting Add People.
  • View people who are assigned to the role you selected by clicking the People tab.

    NOTE: If a collaborator is assigned to multiple roles in your app, they will be able to switch between each role to control how they view and interact with the app.
     
  • Delete people if you no longer want them to be assigned to the role.
  • Control permissions to each page in your app for collaborators assigned to this role.
  • Control the order of pages within the app by hovering over the page name and dragging it up or down the list when the drag icon is displayed.

Page permission reference

As you create roles, you’ll need to keep the page-level permissions in mind. As a best practice, give people the lowest permission needed for them to carry out their job function. 

Role permissions are independent of the collaborator’s permissions to the source item within Smartsheet.

The following table outlines the page permissions that can be assigned to the roles you create.

Page permission

What people with this permission can do

Editor

The Editor permission gives collaborators the ability to edit rows, cells, and add attachments.

For dashboards, forms, and web content, this permission is the same as Viewer.

Viewer

The Viewer permission gives collaborators a read-only view of the page.

This is the default permission of each page when you create a new role.

Viewers can fill out forms pages and interact with web content pages the same way they would in a separate browser window.

Hidden

The Hidden permission will hide the page from collaborators.

Brand and Publish Your WorkApp

Once you’ve configured the roles, you’ll need to publish the app and add collaborators and stakeholders to each role so that your team can start using the app.

Before publishing your app, it’s a good idea to configure the your organization’s branding by selecting the paint roller icon .

Click on Restore all to default to set all your branding to the default branding options provided by Smartsheet. 

Click on Edit to help you resize your images or select a new image.

Publish your App

You can view the publish status of your app under your App name when you have the app opened or in the WorkApps Home .

Publish Changes

Initially, this status will show as Draft.

To publish your app, select the Publish button in the top-right corner.

 

Publish

Optionally, select Manage People to add collaborators to roles in the Add People window:

Add People

You can also open the Add People window by selecting the collaborators icon  . 

As an App Builder, you are added to all the roles automatically. You can preview the app to see how people in this role would view it. For example, if you add a sheet to an app, this sheet will be added to all roles in viewer mode, and will add you as owner to these roles. When you view the app for each of the roles, this sheet will only be shown in viewer mode though you are the app builder/owner.

Select the role you want to assign people to, then enter the names (if they are in your contact list), email addresses, and contact groups you want to assign. Select Add when you’re done. You can also remove people from this tab.

Once you’ve published your app and added people to roles, those people will be able to access the app from Smartsheet or through the App Link which you can find by selecting Publish again:

Publish Again

NOTES:

  • Once published, you cannot unpublish the app. You will need to either delete all of the roles, remove people from all of the roles, or delete the app.
  • If you make structural changes (e.g. added/deleted new pages or roles, updated app branding) to the app after you’ve published it, you’ll need to Publish Changes to make those changes visible to end-users.
  • If you made any page permissions changes such as change a sheet page permission from viewer to editor for a role or added /deleted people from a role, you will not have to republish the app to make the changes available to your end user. Think of this similar to being able to share a Smartsheet sheet to a user or change the permission level for a given user for an already shared sheet.
  • You can view the published changes in the desktop by clicking View Live App or by copying the link in this modal, and pasting it in your browser window. You can also view the published app using the Smartsheet mobile app. Once an app is published it's made available automatically on both desktop and on Smartsheet mobile app. For more information about how to use WorkApps on mobile, see Interact with WorkApps from Mobile.