Sharing, Permissions, and User Types
There are five permission levels in Smartsheet....
Have you been shared to a sheet in Smartsheet for the first time? Collaborating with others in Smartsheet is free, easy, and secure....
Before making someone an owner, share the sheet, report, or dashboard with them....
Your user type designates what you can and can't do with your Smartsheet account....
Add collaborators to a sheet or report. The collaborators you share the file with may be inside or outside your organization....
Paying, licensed users can manage work (create, build, orchestrate, control, automate) and non-paid, free users can collaborate (view, edit where appl...
The item owner and collaborators with Admin access to the item can remove others or change their permission levels....
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 ...
When a sheet, report, or dashboard exists in a workspace, it will be available to anyone who has sharing permissions for the workspace....
You can transfer all sheets, reports, and dashboards owned by a licensed user....
If you’re shared to an item, you can request ownership of that item. If the item is in a workspace, you must also be shared to the workspace....
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....
Create and share forms to gather and organize information within Smartsheet....
You can customize forms in Smartsheet. You can change the form layout, show or hide Smartsheet branding, and add security settings....
Once a form is created, you'll manage it from the Form Manager....
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...
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 ...
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 ...
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....
Maximize the performance of your forms with best practices and recommendations for scaling up your Smartsheet solutions....
After you create a form, you can customize the URL outside the Smartsheet app with a query string....
Offline forms are enabled by default; your sys admin controls this feature in Admin Center....
Offline Forms allows your team to access the mobile app and submit forms without an internet connection....
You can add custom colors, a background, and your logo to the forms you build in Smartsheet....
Workspaces
Think of it as a shared storage space where you can:
Organize different Smartsheet items—folders, sheets, reports, and dashboards—so all shared us...
To share multiple Smartsheet items at the same time, use a workspace....
When you share a workspace with a user, they’ll have access to all the items in that 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...
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...
Copying a workspace or folder is a lot easier than recreating a set of sheets for a new project or client. It also saves you time....
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 ...
In some cases, you may be unable to move an item into or out of a workspace....
Proofing
With Smartsheet proofs, you and your team can quickly review and approve a variety of content....
Hover over the row in your sheet or report where you want to add the proof.
In the Proofs column, select Add a Proof ....
When you receive a proofing review request, it will include a link that takes you to a review page in a new browser tab....
Collaboration on a proof depends on whether reviewers have access to your sheet and whether you need approval decisions from them....
You can add columns to your sheet to track information about your proofs, making it easier for you to understand the status of your project – who appr...
If you want to get approval for an asset you’ve already attached to a row, you can convert that asset to a proof and take advantage of Smartsheet’s pr...
Contacts and Contact Groups
You'll use contacts in Smartsheet for faster collaboration....
Conversations
In the Conversation panel, check all conversations. Or filter the view to conversations at the sheet level or selected row....
Conversations is a feature you can use to leave comments in a sheet, a specific row in a sheet, or a workspace....
Tag a person in the comment to add them to the conversation....
Sometimes, you'll see one of these errors when you reply to an email message generated by the @mention....
To provide more context to a comment, you can include an attachment with it.
Select Attachments ....
In the Conversations panel of a sheet or report, the comment menu will present additional actions you can perform based on whether:
You own the co...
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
Re...
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....
When multiple people are working on the same sheet, you'll always be aware....
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...
You can send information from sheets or reports via email in a few different ways....
Anyone with access to a sheet or workspace can send its associated file attachments to others through email....
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...