Smartsheet Internal Audit
Hi Community,
My Region of our organization is going through SOC2 audit and I am assuming we might be audited on Smartsheet also. I want to ensure that all my teams have updated all relevant Smartsheets and have deleted outdated information from sheets and workspaces.
I want to monitor such incomplete or out of date information sheets and outdated information and sheets on Smartsheet internally on regular basis.
Please guide how can be done? Is there any way to download/ request reports that can be run by licensed users which gives me information for all sheets and workspaces in single report with information like when it was created, modified or not accessed?
Looking for urgent suggestions. Thanks in advance.
Answers
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markkrebs ✭✭✭✭✭
There used to be / still is a usage report which is a massive Excel file! Id contact SS support and ask them for help.
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=IF(ISDATE([ASSMT DATE]@row), IF(ISDATE([AUTH'D DATE]@row), [AUTH'D DATE]@row - [ASSMT DATE]@row, \"Incomplete\"))<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"}]},{"discussionID":109259,"type":"question","name":"Drill down feature in Smartsheet Dashboard","excerpt":"Is there a way to drill down on bar graph(individual bars\/data)in Smartsheet Dashboard just like Power BI?","snippet":"Is there a way to drill down on bar graph(individual bars\/data)in Smartsheet Dashboard just like Power BI?","categoryID":321,"dateInserted":"2023-08-22T13:15:58+00:00","dateUpdated":"2023-08-22T13:17:19+00:00","dateLastComment":"2023-08-22T14:46:05+00:00","insertUserID":165467,"insertUser":{"userID":165467,"name":"Poonam Chauhan","title":"PMO","url":"https:\/\/community.smartsheet.com\/profile\/Poonam%20Chauhan","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-22T15:35:18+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":91566,"lastUserID":8888,"lastUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-22T14:53:59+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":2,"countViews":25,"score":null,"hot":3385426923,"url":"https:\/\/community.smartsheet.com\/discussion\/109259\/drill-down-feature-in-smartsheet-dashboard","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109259\/drill-down-feature-in-smartsheet-dashboard","format":"Rich","lastPost":{"discussionID":109259,"commentID":391845,"name":"Re: Drill down feature in Smartsheet Dashboard","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391845#Comment_391845","dateInserted":"2023-08-22T14:46:05+00:00","insertUserID":8888,"insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-22T14:53:59+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-22T15:11:12+00:00","dateAnswered":"2023-08-22T14:39:22+00:00","acceptedAnswers":[{"commentID":391840,"body":"
@Poonam Chauhan<\/a>,<\/p> No, unfortunately there is not. Closest you get is opening the data source when clicking into a Chart Dashboard Widget.<\/p> All the best,<\/p> -Ray<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]},{"discussionID":109226,"type":"question","name":"Max items in a Folder","excerpt":"How many items such as grids, dashboard, reports can there be in a Folder?","snippet":"How many items such as grids, dashboard, reports can there be in a Folder?","categoryID":321,"dateInserted":"2023-08-21T19:35:24+00:00","dateUpdated":null,"dateLastComment":"2023-08-22T15:18:25+00:00","insertUserID":141713,"insertUser":{"userID":141713,"name":"Roy Charters","url":"https:\/\/community.smartsheet.com\/profile\/Roy%20Charters","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-22T15:15:40+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":141713,"lastUser":{"userID":141713,"name":"Roy Charters","url":"https:\/\/community.smartsheet.com\/profile\/Roy%20Charters","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-22T15:15:40+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":28,"score":null,"hot":3385365829,"url":"https:\/\/community.smartsheet.com\/discussion\/109226\/max-items-in-a-folder","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109226\/max-items-in-a-folder","format":"Rich","lastPost":{"discussionID":109226,"commentID":391852,"name":"Re: Max items in a Folder","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391852#Comment_391852","dateInserted":"2023-08-22T15:18:25+00:00","insertUserID":141713,"insertUser":{"userID":141713,"name":"Roy Charters","url":"https:\/\/community.smartsheet.com\/profile\/Roy%20Charters","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-22T15:15:40+00:00","banned":0,"punished":0,"private":false,"label":"✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-22T15:16:17+00:00","dateAnswered":"2023-08-21T19:49:28+00:00","acceptedAnswers":[{"commentID":391703,"body":" I haven't run into any limits on how many items can be in a folder, but I will say that if you need to make a copy of that folder, you can only copy (save as new) up to 100 items at a time.<\/p> @Genevieve P.<\/a> Have you heard of any limits as to how many individual items can be inside of a single folder (other than the save as new limit)?<\/p>"},{"commentID":391782,"body":" Hey @Roy Charters<\/a> (and thanks for the tag, @Paul Newcome<\/a>!)<\/p> I agree with Paul - 100 items<\/strong> in a folder is the limit for being able to copy<\/strong> that folder down the line. <\/p> However that's not the limit of how many can simply be in that folder, I'm not sure what the hard limit is in general. I will say, my Sheets Folder has over 500+ items if that helps, but definitely not recommended! <\/p> I'd stick to 100 per folder just to keep things organized. <\/p> Cheers,<\/p> Genevieve<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&categoryID=321&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":4969,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">
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