Sharing and Collaboration

Sharing and Collaboration

Share a Report as an Attachment in Email

One way to share Smartsheet information that you've collected into a report is to send it to people as an attachment to an email message....

Work With Multiple People on a Sheet at the Same Time

When multiple people are working on the same sheet, you'll always be aware....

Manually Send an Update Request

In situations where you need someone who isn’t shared to your sheet to update rows, or want someone to update a few rows without having to navigate to...

Share Sheet Information in Email

To send information from sheets or reports to people via email, you have a few choices....

Share a Smartsheet Attachment Through Email

Anyone with access to a sheet or workspace can send its associated file attachments to others through email....

Publish a Sheet, Report, or Dashboard

Publishing a sheet, report, or dashboard generates a unique URL that anyone can access without logging in to Smartsheet and iframe code that you can e...

Sharing, Permissions, and User Types

Features for free users

Paying, licensed users can manage work (create, build, orchestrate, control, automate) and non-paid, free users can collaborate (view, edit where appl...

Remove a collaborator or change permission levels

The item owner and collaborators with Admin access to the item can remove others or change their permission levels....

Set a default sharing view

If you are the sheet Owner or have Admin-level sharing permissions, you can ensure that anyone shared to your sheet sees the sheet as you've intended ...

Share an item from a Workspace

When a sheet, report, or dashboard exists in a workspace, it will be available to anyone who has sharing permissions for the workspace....

Transfer all items for a single user to a new owner (Business and Enterprise only)

You can transfer all sheets, reports, and dashboards owned by a licensed user....

Request ownership of a sheet, report, or dashboard

If you’re shared to an item, you can request ownership of that item....

Overview: Share Sheets, Reports, and Dashboards

Begin collaborating with others by sharing a Smartsheet item (sheet, report, or dashboard) or by confirming a sharing request from someone on your tea...

Sharing permission levels and tasks

There are five permission levels in Smartsheet....

Account-Level User Types

Your user type designates what you can and can't do with your Smartsheet account....

Information for Free Collaborators

Have you been shared to a sheet in Smartsheet for the first time? Collaborating with others in Smartsheet is free, easy, and secure....

Change Ownership of a Sheet, Report, or Dashboard

If you need to transfer ownership of sheets, reports, or dashboards between people, you can do so for a single Smartsheet item or as a bulk transfer....

Proofing

Collaborate on a proof

Collaboration on a proof depends on whether reviewers have access to your sheet and whether you need approval decisions from them....

Add a proof to a sheet or report

Hover over the row in your sheet or report where you want to add the proof. In the Proofs column, select Add a Proof ....

Map proofing data to the grid with proof info columns

You can select different Proofing data points, such as a status and version number, and associate those with a column in the sheet to map Proofing dat...

Respond to a Proofing Request

When you receive a proofing review request, it will include a link that takes you to a review page in a new browser tab....

Use proofing to collaborate on content

With Smartsheet proofs, you and your team can quickly review and approve a variety of content....

Forms

Customize the appearance of a form

You can add custom colors, a background, and your logo to the forms you build in Smartsheet....

Validate Information in Forms

With form validation, you can add real-time validation to your forms in the form builder to help you gather consistent, error-free data....

Best practices for scalable data collection in Smartsheet

Maximize the performance of your forms with best practices and recommendations for scaling up your Smartsheet solutions....

Manage form display and submission options

You can customize forms in Smartsheet. You can change the form layout, show or hide Smartsheet branding, and add security settings....

Add Additional Elements to a Form

To add an existing form field back to the form, click on the field in the left panel to add the field to the bottom of your form, or drag and drop it ...

Edit or remove fields in a form

You can add, arrange, and remove form fields even after you’ve created your form. To start editing form fields, go to the form builder....

Manage and Distribute a Form

Once a form is created, you'll manage it from the Form Manager....

Use Conditional Logic to Streamline Form Submissions

With conditional logic in forms, you can ensure that people using the form will only answer the questions that are relevant to their submission by sho...

Collect Information with a Form

Create and share forms to gather and organize information within Smartsheet....

Error When Accessing Form: "This form has been deleted"

In some situations, when you attempt to access a Smartsheet form, you may receive the following error message: This form has been deleted You'll ...

Use a URL query string to specify different default values for a form

After you create a form, you can customize the URL outside the Smartsheet app with a query string....

Conversations

Switch Between Row-level and Sheet-level Conversations

With tabs in the conversation panel, you can see all conversations or filter the view to conversations at the sheet level or selected row....

Have Conversations in the Context of Your Work

With conversations you can track work and have discussions about that work in one place....

Have targeted conversations with comments

Place a comment in a workspace, on a sheet, or on a specific row in a sheet to foster conversation with resources and stakeholders....

Tag Someone With the @ Sign

To quickly add someone to a conversation, you can @mention them—type @ (for example, @sally.smart@smartsheet.com) in the comment to tag that person....

Workspaces

Apply Colors and Logo Branding to a Workspace

When you create a workspace, it will inherit the color settings and logo (details on these in the Color and Logo article) in your organization at the ...

Issue: Unable to Move Item to or from Workspace

In some cases, you may be unable to move an item into or out of a workspace....

Workspaces Overview

A workspace is helpful when you need to share a number of items with the same group of people....

Copy a folder or workspace

When you copy a workspace or folder, it’s easier than recreating a set of sheets you’ll use for a new project or client. It also saves you time....

Manage Items in a Workspace

Once a workspace is created, its owner or anyone with Admin-level sharing permissions to it can create new items in the workspace, move items in or ou...

Share a workspace

When you share a workspace with a user, they’ll have access to all the items in that workspace....

Transfer ownership of a Workspace

When there is a transition of responsibilities in your organization, you may need to transfer or take ownership of a workspace and all items within it...

Create or delete a workspace

To share multiple Smartsheet items at the same time, use a workspace....

Contacts and Contact Groups

Manage and Use Smartsheet Contact Groups

Group Management enables a Group Admin to organize contacts into groups so that anyone using a Business or Enterprise plan can quickly share and send ...

Manage contacts in the My Smartsheet Contacts list

You'll use contacts in Smartsheet for faster collaboration....