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 can send information from sheets or reports via email in a few different ways....

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

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

Before making someone an owner, share the sheet, report, or dashboard with them....

Account-Level User Types

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

Overview: Share sheets and reports

Add collaborators to a sheet or report. The collaborators you share the file with may be inside or outside your organization....

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

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. If the item is in a workspace, you must also be shared to the workspace....

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....

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....

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...

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 ...

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....

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....

Use a URL query string to prefill different default values for the same form

After you create a form, you can use a query string to give different people different links to the same form – and have the form be prefilled differe...

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

Offline Forms allows your team to access the mobile app and submit forms without an internet connection....

Customize the appearance of a form

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

Workspaces

Workspaces overview

Think of it as a shared storage space where you can: Organize different Smartsheet items—folders, sheets, reports, and dashboards—so all shared us...

Create or delete a workspace

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

Share a workspace

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

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...

Transfer the 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...

Copy a folder or workspace

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....

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....

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

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

Track the status of a proof

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...

Convert an attachment to a proof

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

Manage contacts in the My Smartsheet Contacts list

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

Conversations

Switch between 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

Tag a person in the comment to add them to the conversation....

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

To provide more context to a comment, you can include an attachment with it. 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 on whether: You own the co...

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 Re...