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

You have different sharing options: If you need to provide the recipients with a read-only version of the data, send one or more rows via email....

Share a Smartsheet attachment through email

The link in the email will expire after 30 days or after it's been clicked 100 times....

Publish a sheet, report, or dashboard

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

Sharing, Permissions, and User Types

Sharing permission levels and tasks

There are five permission levels in Smartsheet....

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

When teams change, you might need to change the Owner of a sheet, report, or dashboard. Before making someone an Owner, share the item with them....

Account level user types

User types designate what you can and can't do with your Smartsheet account.

Overview: Share sheets and reports

Add collaborators to your sheet or report. 

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...

​​​​​​​Request access to an item

In some cases, you may attempt to open an item and see a message similar to the following: The item isn't currently available - it may have been delet...

Remove a collaborator or change permission levels

In the top right corner of the item, click Share. If you don't see the Share button, click the down arrow icon in the upper-right of the Smartsheet w...

Set a default sharing view

Set a default view, for example, for newly shared collaborators to open a sheet directly to Card View with a filter applied to show only high priority...

Share an item from a workspace

Here's how you can give someone access to an item that's located in a workspace: Open the workspace where the item you want to share is located....

Transfer all items for a single user to a new owner

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

Request ownership of a sheet, report, or dashboard

To request access to a sheet, you should: Browse to the item. Right-click the item and select Make me the owner......

Forms

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. 

Collect Information with a Form

Create and share forms to gather and organize information within Smartsheet, for example, to collect survey responses, intake project req

Manage form display and submission options

Customize your forms in Smartsheet by changing the form layout, show or hide Smartsheet branding, and add security settings.

Manage and Distribute a Form

Once a form is created, you will 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 subm

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 deletedYou'll receiv...

Add items to a form

If the field exists on your sheet, select the field in the left panel. Or drag and drop it into the exact location you want....

Edit or remove fields in a form

To start editing form fields, go to the form builder. Select Form > Manage Forms. Open the form you need to customize....

Best practices for scalable data collection in Smartsheet

Smartsheet forms streamline how your team collects and acts on key data for a variety of different projects....

Use a URL query string to prefill default values on a form

When someone accesses a form with a custom link, information from the URL pre-populates fields in the form....

FAQ: Smartsheet Forms

Use Smartsheet forms to improve the way you collect and act on data.

Use mobile forms when you’re offline

All plans have access to offline forms. On Enterprise plans, a Smartsheet System Admin can deactivate the feature in Admin Center....

Mobile offline forms overview

Individuals can make each form available for offline use in the app on their device while they're online....

Customize the appearance of a form

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

Workspaces

Create or delete a workspace

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

Share a workspace

Workspace Sharing: Enhancing Collaboration by Managing Access and Permission Levels

Manage Items in a Workspace

Managing Workspace content: Creation, Movement, and Deletion of items for optimized collaboration

Transfer the ownership of a workspace

Transferring Ownership of Workspaces: A Guide to Smooth Transition of Responsibilities in Smartsheet

Copy a folder or workspace

Streamlining Projects: Simplified Guide to Copying Folders and Workspaces in Smartsheet

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 items to or from a workspace

Here are some reasons why you may be unable to move the items: You don't have the correct permissions....

Proofing

Use proofing to collaborate on content

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

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....

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....

Collaborate on a proof

You can invite anyone with a valid email address to review your proof, including unlicensed users or people outside of your organization....

Track the status of a proof

On the right feature bar, select Proofs. At the top of the Proofs pane, select More > Create Proof Info Column....

Convert an attachment to a proof

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

Contacts and Contact Groups

Manage contacts in the My Smartsheet Contacts list

You'll use contacts in Smartsheet for faster collaboration.

Conversations

Row-level and sheet-level Conversations

In the Conversation panel, check all conversations. Or filter the view to conversations at the sheet level or selected row....

Have targeted conversations with comments

Conversations is a feature you can use to leave comments in a sheet, a specific row in a sheet, or a workspace....

Using @mentions in comments

When you tag a person in a comment, they’ll receive a notification with a link to the comment in the sheet....

Troubleshoot issues with @mention email comments

Sometimes, you'll see one of these errors when you reply to an email message generated by the @mention....

Attach files to a comment

Select Attachments ....

Take action on a comment

In the Conversations panel of a sheet or report, the comment menu will present additional actions you can perform based

Create a new comment or reply to a comment

Once you’re in the Conversations panel in a sheet or report, or Comments section in a workspace, you can do the following tasks: Add a comment Repl...