Sharing and Collaboration

Sharing and Collaboration

Sharing assets and items

Work with multiple people on a sheet at the same time

Stay aware when multiple people collaborate on the same sheet simultaneously. 

Overview: Share sheets and reports

Add collaborators to your sheet or report. 

Share a report as an attachment in email

You can share information collected in a report as an attachment to an email message....

Manually send an update request

Owners, Admins, and Editors with a Smartsheet account can create a manual update request.  Owners and Admins who receive a manual update req...

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, email one or more rows....

Share a Smartsheet attachment through email

  The link in the email expires in 30 days or after it's been clicked 100 times (whichever comes first)....

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...

User Management

Asset ownership overview

This article discusses information relevant to both the Legacy Collaborator Model and the User Subscription Model....

Sharing, Permissions, and User Types

Sharing permission levels and tasks

There are five permission levels in Smartsheet....

Change Owner permissions of a sheet, report, or dashboard

Sheets, reports, or dashboards can only be transferred to a Smartsheet user. Before assigning Owner permissions to someone, share the item with them....

Sharing permissions on sheets, reports, or workspaces

✓ = includedx    = not includedPermissions drive the user type (Viewer, Guest, Member) in the User Subscription Model....

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

If you try opening a Smartsheet item but can't do so, you might need to request access to that item....

Remove a collaborator or change permission levels

In the top right corner of the item, select Share....

Set a default sharing view

For example, you can set a default view or have newly shared collaborators open a sheet directly to Card View with a filter applied that shows them on...

Request Owner permissions for a sheet, report, or dashboard

Sheets and reports can only be transferred to users on your plan. To request access to a sheet, you should: Browse to the item....

FAQs: Commenter permissions for sheets and workspaces

Check out the sharing permissions and levels table for a detailed breakdown of tasks and permission levels....

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.&

Manage form settings and formatting 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

In some situations, you may attempt to open a Smartsheet form and receive one of the following error messages:  The form you are attempting to ac...

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

Use Smartsheet forms to collect key data for a variety of different projects. You can accept numerous submissions over time or all at once....

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....

Create and edit a form

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

Troubleshooting issues with forms

Read this guide to learn how to fix issues while navigating forms.

Workspaces

Create or delete a workspace

You can manage people's access to items in a workspace. Learn more about sharing a workspace and managing items within it....

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 Owner permissions 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

Issue: Unable to move items to or from a workspace

Here are some reasons why you can't move items: You don't have the correct permissions....

Share collections in workspaces

Share collections in workspacesYou must be the Admin of the workspace the collection lives in to share that collection....

Add items to collections in workspaces

Open the Workspace panel. Select the collection where you want to add items or create a new one....

Create and edit collections in workspaces

Create a new collectionTo create a new collection, follow these steps: Open the  Workspace panelSelect  CollectionsSelect  Add Collecti...

Collections in workspaces overview

With collections, you can curate the selection of Smartsheet items and external content you want to share with your team....

Approvals in file library

Approved files have a green checkmark near their name in the gallery view. Request approvalOpen the file....

Collaborate in file library

Annotations and commentsOpen a file and leave a comment with an @mention to start a conversation with a team member, or use the annotation tools to po...

Upload and manage files in file library

Add files to your file librarySelect Upload on the toolbar. You can upload up to 100 files at once....

File library sharing permissions

Users in the workspace can interact with files in the file library based on their sharing permissions....

File library overview

Designed to integrate with your work in Smartsheet seamlessly, file library allows you to access files, maintain versioning, and collaborate asynchron...

Use workspaces and the workspace panel

Find items in your workspaces with the Solution Panel.

Proofing

Add a proof to a sheet or report

Hover over the row in your sheet or report where you want to add the proof.  Right-click that row and select Proofs....

Respond to a proofing request

Proofing review requests 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 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.

Slope help and support resources

Slope functionality has been incorporated into the Proofing capability.

Conversations

Targeted conversations using comments

You can view or print the sheet’s comments if you can access the sheet....

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

Provide more context to a comment by including an attachment. 

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 commentReply to...

WorkApps

WorkApps overview

Create dynamic applications using WorkApps

Create and edit a WorkApp

Create dynamic applications using WorkApps

Add pages to your WorkApp

Log in to WorkApps....

Add roles to a WorkApp

After you add pages to your WorkApp, create Roles to control which pages different stakeholders can view and edit in you

Share a WorkApp

It's easy to add people to your WorkApp in the builder....

Publish your WorkApp

Once an app is published it's made available automatically on both desktop and on Smartsheet mobile app....

Transfer ownership of a WorkApp

Go to the WorkApps home page (https://workapps.smartsheet.com/). On the Owned by me tab, open the WorkApp you want to transfer....

Interact with WorkApps from mobile

Access WorkApps and Portfolio WorkApps from your mobile device.

Troubleshoot WorkApps

Here are some general troubleshooting steps to resolve simple errors and help identify larger issues.

WorkApps FAQ

Find answers to some of the most common questions you may have when using WorkApps.