Hierarchical Workspaces and/or More Sharing Options

oberning
oberning ✭
edited 12/09/19 inSmartsheet Basics

I currently have an issue where I would like to share capabilities for certain folders to some and it doesn't seem like it has the capability to do that.

Currently, I can share the overall workspace with everyone or certain sheets/reports/dashboards within the folders, but it is not easy to get a natural hierarchy with this.

When I try to place workspaces within other workspaces, that does not work either. Is there an easier way to do this without sharing EVERY individual sheet with someone, or sharing the entire workspace with them?

Thank you in advance!

Oliver Berning, Gentex Corp.

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  • Shaine Greenwood
    Shaine Greenwood Employee

    Hi Oliver,

    There currently isn't a way to apply varied sharing permissions to an entire folder, or to put a workspace within another workspace.

    At this time, you'll want to share the workspace with base viewer permissions, then upgrade people's permissions as needed on the individual sheet, report, or dashboard.

    否则,您仍然可以创建multiple workspaces (maybe give them a similar naming structure) and place items in those workspaces based on the type of permissions you want to give to others.

    When you have a moment, submit a Product Enhancement Request using the form under Quick links on the right of the community site to let our Product team know that you'd like to see these features added to Smartsheet.

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  • oberning
    oberning ✭

    Hey Shaine -

    I spoke with someone yesterday and passed on my feature request.

    Thanks so much!

    Oliver

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  • adbell
    adbell ✭

    Hi

    I had the same idea. Three levels within workspaces would be great.

    I have some dashboards that I want to share along with deliverables in a customer project workspace. My dashboards use summary smartsheets and reports as data sources which only make sense in the context of the dashboard.

    e.g

    • 1. Client
    • 2. > Client Project
    • 3a>> Client Project (Customer Facing) - contain dashboards and smartsheets the customer will update
    • 3b>> Client Project (Internal Use) - contains datasources and reports used by dashboard.

    Cheers

    adbell

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Categories

Hi @Laura G<\/a>,<\/p>

You can see when the last run occurred, but not a list of runs. <\/p>

Click Automation - Manage Workflows<\/p><\/div><\/div>

\n
\n \n \"image.png\"<\/img><\/a>\n <\/div>\n<\/div>\n

The \"Last ran\" date and time is displayed.<\/p>

BRgds,<\/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":[{"tagID":334,"urlcode":"automations","name":"Automations"}]},{"discussionID":112019,"type":"question","name":"Change Dates w\/ CNT F","excerpt":"I can't seem to use the \"CTRL F\" function to change the years in the dates columns. For instance, I want to change Dec 25, 2023 to Dec 25, 2024. All I need to change is \"2023\" to \"2024\". Nothing seems to bring up the Dec 25, 2023 date no matter how I search. Can someone please let me know how to find such dates and then…","snippet":"I can't seem to use the \"CTRL F\" function to change the years in the dates columns. For instance, I want to change Dec 25, 2023 to Dec 25, 2024. All I need to change is \"2023\" to…","categoryID":321,"dateInserted":"2023-10-23T15:47:28+00:00","dateUpdated":null,"dateLastComment":"2023-10-24T15:45:06+00:00","insertUserID":140966,"insertUser":{"userID":140966,"name":"DieHard Jets","url":"https:\/\/community.smartsheet.com\/profile\/DieHard%20Jets","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!nqNr_7IPH7s!7YEoe-ZaUvs!GnmHpUESlnd","dateLastActive":"2023-10-24T15:03:54+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":45516,"lastUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-10-24T17:28:22+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":5,"countViews":33,"score":null,"hot":3396241354,"url":"https:\/\/community.smartsheet.com\/discussion\/112019\/change-dates-w-cnt-f","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/112019\/change-dates-w-cnt-f","format":"Rich","lastPost":{"discussionID":112019,"commentID":401406,"name":"Re: Change Dates w\/ CNT F","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/401406#Comment_401406","dateInserted":"2023-10-24T15:45:06+00:00","insertUserID":45516,"insertUser":{"userID":45516,"name":"Paul Newcome","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Paul%20Newcome","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/082\/nQPUTVFKKWDJ2.jpg","dateLastActive":"2023-10-24T17:28:22+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":"2023-10-24T15:04:14+00:00","dateAnswered":"2023-10-24T13:03:33+00:00","acceptedAnswers":[{"commentID":401333,"body":"

You will need to enter the full date in the search and have it replace with a full date.<\/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":112006,"type":"question","name":"How do I personalize what i see in the calendar view for each event?","excerpt":"I am trying to recreate a calendar with 2 major events. Each event has sub-tasks with different start \/ end dates and different participants. For example Event 1 is France and Event 2 is Italy. Each main event has different sub-events with different dates and participation 1. First I would like to change the color of each…","snippet":"I am trying to recreate a calendar with 2 major events. Each event has sub-tasks with different start \/ end dates and different participants. For example Event 1 is France and…","categoryID":321,"dateInserted":"2023-10-23T12:20:56+00:00","dateUpdated":"2023-10-24T10:37:57+00:00","dateLastComment":"2023-10-24T10:35:12+00:00","insertUserID":168894,"insertUser":{"userID":168894,"name":"selmadag","title":"Personalize calendar view","url":"https:\/\/community.smartsheet.com\/profile\/selmadag","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-10-24T10:27:25+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":91566,"lastUserID":168894,"lastUser":{"userID":168894,"name":"selmadag","title":"Personalize calendar view","url":"https:\/\/community.smartsheet.com\/profile\/selmadag","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-10-24T10:27:25+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":7,"countViews":25,"score":null,"hot":3396211568,"url":"https:\/\/community.smartsheet.com\/discussion\/112006\/how-do-i-personalize-what-i-see-in-the-calendar-view-for-each-event","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/112006\/how-do-i-personalize-what-i-see-in-the-calendar-view-for-each-event","format":"Rich","lastPost":{"discussionID":112006,"commentID":401314,"name":"Re: How do I personalize what i see in the calendar view for each event?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/401314#Comment_401314","dateInserted":"2023-10-24T10:35:12+00:00","insertUserID":168894,"insertUser":{"userID":168894,"name":"selmadag","title":"Personalize calendar view","url":"https:\/\/community.smartsheet.com\/profile\/selmadag","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-10-24T10:27:25+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":"2023-10-24T09:24:03+00:00","dateAnswered":"2023-10-24T09:05:35+00:00","acceptedAnswers":[{"commentID":401297,"body":"

Hey @selmadag<\/a> <\/p>

The Calendar View in Smartsheet uses the Primary Column as the field to show on the task in the View. This means that if your Primary Column only says \"France\" or \"Italy\", thats what will appear. <\/p>

I would recommend two things:<\/p>

1) Have one column that lists the main event for each row (e.g. \"France\" or \"Italy\"). <\/p>

If this main event is the Parent Row's Event Name, we can automate this! All you need to do is use the function PARENT() to reference the column with the Event Name:<\/p>

=IF(COUNT(ANCESTORS([Event Name]@row)) = 0, [Event Name]@row, PARENT([Event Name]@row))<\/p>

\n
\n \n \"Screenshot<\/img><\/a>\n <\/div>\n<\/div>\n

Then you can set up Conditional Formatting to change the task bar<\/strong> colour depending on what's selected.<\/p>

\n
\n \n \"Screenshot<\/img><\/a>\n <\/div>\n<\/div>\n


<\/p>

2) Have a separate column to list your Event Names, not the Primary column. Then use the Primary Column to have a formula that combines cells from that row:<\/p>

=[Event Name]@row + \" - \" + [Participant Number]@row <\/p>

\n
\n \n \"Screenshot<\/img><\/a>\n <\/div>\n<\/div>\n


<\/p>

Then you should be able to see a colour-coordinated calendar with your preferred text on top:<\/p>

\n
\n \n \"Screenshot<\/img><\/a>\n <\/div>\n<\/div>\n

Cheers,<\/p>

Genevieve<\/p>"},{"commentID":401306,"body":"

Hey @selmadag<\/a> <\/p>

You would need to create a new Text\/Number column then copy\/paste the content in your current Primary column into this one instead. Then since the current Primary is blank, you can add in your formula! Does that make sense?<\/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":5192,"limit":3},"title":"Trending in Smartsheet Basics","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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