Smartsheet Directory

Stephanie Taylor

I made a directory listing all of our smartsheets with a brief discription of the sheet. I made the name of the SS a hyperlink that takes you to that SS. I then shared the directory with my office. My problem is if there is a sheet someone in my office wants to access but the sheet has not been shared with them then I want them to be able to click on the hyperlink and have a request sent to me so I can share the sheet with them.

Can this be done?

Donna Wicklein

If someone clicks a hyperlink for a sheet where they don't have access, then they will get a message and a button to allow them to request access. The owner of the sheet will then get a message and can grant access.

Stephanie Taylor

I thought so too but they are getting a message that says: "The item is not currently available - it may have been deleted or your permission may have been removed from it."

Bobko

I think when they get the message you noted they are also provided an option to request permission which sends the request to you.

I would LOVE for SmartSheet to come up with an option for users to print out a "Map" to all the Workspaces / Sheets they are shared and that does NOT show them items they are not shared too.

That would cut down the requests (for example) from non-management employees to see the Management Only Workspace because they wouldn't know it exists to request. I've had to create my own Map and then go in and take out the items that people shouldn't see are available to send them their own special Map of what they have access to so they know where to go for stuff.

That was probably really long winded but I don't know how else to explain it.

Stephanie Taylor

Thank you for your responses. But please note that the employees arenotgetting the option to request permission. If they were I would not be asking this question.

Travis

Stephanie is correct, the user will not have the option to request access, although it seems like think they should. I will bring this up to our product team the next time I meet with them. In the meantime, you can hyperlink to the sheet URL, rather than linking “to other Smartsheet”. To get the URL for a sheet, click the Sharing tab at the bottom of the sheet. If they are not shared to the sheet when clicking the sheet URL, they will have the option to request access from the owner.

Travis

Bobko - SysAdmins on team or enterprise plans can download sheet access reports which shows all the sheets a user is shared to. To produce this report, right click on the user under User Management and select Download User Sheet Access Report.