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 WorkApps
To create a WorkApp:
- From Smartsheet, select the plus icon from the left rail to choose Create > WorkApps.
NOTE: You can also select Browse (folder icon) > WorkApps or navigate directly to https://workapps.smartsheet.com and log in with your Smartsheet credentials.
- Select + Create app from the top-right corner of the home page.
- Choose a pre-existing template or start from scratch.
You can change the name of the app by clicking on Untitled App.
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, it will take you through a guided experience.
To revisit the Guided Experience, you can click on ? and select Tour WorkApps.
Edit your existing apps
To edit an existing app, navigate to https://workapps.smartsheet.com and select the application 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.
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
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.
From the Add Pages dropdown menu on the left of the screen, you can add Smartsheet Content (such as sheets, reports, and dashboards), Smartsheet Forms, and Web Content.
Added pages will appear on the left side under Current Pages. Hover over any page name and select the menu icon to rename or remove it. All pages will be added in Viewer permission by default.
- Your accessible forms are not searchable and must be added by copying the URL of your form into the WorkApp.
- You can embed the same list of external web content as Dashboards in WorkApps. Please refer to Embed Content from Outside Sources article to learn more about what can be added to the WorkApp.
- Clicking on Getting Started while using a template helps you with the usage instructions regarding the template.
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 show you the page source, however there are additional settings available if your page is a sheet. For sheets, you can control the default view of the sheet when opened in the WorkApp on desktop (Grid View or Card View) and in the mobile Android and iOS apps (Mobile View or Grid View), and 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.
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.
- 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 Workapps
After you’ve added all the necessary pages to your WorkApps, you can create Roles to control which pages different stakeholders can view and edit. For example, you can create a role for Project Managers which allows them 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 them to edit a report that displays their assigned work.
To open the Roles panel, select the Roles icon from the left rail.
Create and Edit Roles
To create a role from the Roles panel select Add Roles. You can create a role after adding at least 1 page. To edit or remove an existing role, select the menu icon to the right of the role name.
After creating a role or selecting a role to edit, you’re taken to the role settings page.
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 on the People tab. Also 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. Permissions options include Editor, Viewer, and Hidden, and these permissions do not rely on the collaborator’s permissions to the source item within Smartsheet.
- 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.
Understand Permission Levels
As you create roles, you’ll need to keep the page-level permissions in mind. As a best practice, you’ll want to give people the lowest permission needed for them to carry out their job function.
Use this table to understand each role:
The Editor permission gives collaborators the ability to edit rows and cells, and add attachments. For dashboards, forms, and web content, this permission is the same as Viewer.
This is the default permission of each page when you create a new role. The Viewer permission gives collaborators a read-only view of the page. They will still be able to fill out forms pages and interact with web content pages the same way they would in a separate browser window.
The Hidden permission will hide the page from collaborators.
Additional notes about permission levels
- Permission levels in WorkApps roles are independent of the Smartsheet permission levels of collaborators on the source item. For example, a user who is not shared to your “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 core Smartsheet but they will be able to access it in the WorkApp.
- Collaborators can be given editor permissions to a report inside a WorkApp without having to give these users access to the underlying sheet inside the Smartsheet.
- If a collaborator is assigned multiple roles in your app, they will be able to switch between each role to control how they view and interact with the app.
- If the current user filter is enabled on the report and the page permission is set to editor, the report will be filtered to display only the rows that are relevant to the collaborator. The collaborators will be able to edit the row values of the rows that are assigned to them using the WorkApp.
- Dashboards and external web content are not editable for collaborators in WorkApps.
WorkApps Access for 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 .
Initially, this status will show as Draft.
To publish your app, select the Publish button in the top-right corner.
Optionally, select Manage People to add collaborators to roles in the Add People window:
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:
- 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.