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View access only to a "set of rows" ?

George Thomas Irimben
George Thomas Irimben ✭✭
edited 12/09/19 inArchived 2015 Posts

Hi,

When I share a Smartsheet, Is it possible to give view access only to a "set of rows" ?

我有a sheet with hundreds of rows. But I want to select/define the rows collaborators can view and edit. Is it possible now?

Thanks

-George

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  • Richard Rymill SBP
    Richard Rymill SBP ✭✭✭✭✭✭

    Hi George

    Try using a combination of Update Requests on selected rows for editor and Reports that are issued as View Only to show your collaborators a "through the letter box" view of just the data that is appropriate to them and not all the rest.

    Hope that helps RichardR

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  • Jeremy Michels
    Jeremy Michels ✭✭✭✭✭

    George,

    The reporting method is an easy way that you dont have to update or create as much as you would with other methods. If the user is view only on one sheet and is editor on another sheet. The report will only allow them to view those rows that are view only and make changes to rows that are editor level rows. Also note that if you have the person listed as the assigned to person for that row then you can be very specific to the person and have a tool that each person can access that shows them the rows that they are responsible for. It is live data and every time it is opened it is the most current list.

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  • Travis
    Travis Employee
    edited 06/09/15

    To clarify what Jeremy is saying, the report can be set to only show certain rows but in order to see the rows in the report, you have to be shared to the underlying sheets (which gives the user access to all the data in that sheet). If view only access is sufficient then you could build a report, publish it, then share the published report (the user will not need to be shared to the underlying sheets, but it is a read only view)

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  • George Thomas Irimben
    George Thomas Irimben ✭✭

    Thanks. I will explore your suggestions for my requirement. -George

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Categories

You will need a helper column on the source sheet with a formula (checking a box in the below) to show which rows should not be included.<\/p>

=IF(COUNTIFS(Client:Client, @cell = Client@row) = 1, 1)<\/p>


<\/p>

The above should check the box on all rows where there is only a single entry for that client. You can then include a filter in your report to show rows where that box is not checked.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":265,"urlcode":"Reports","name":"Reports"},{"tagID":292,"urlcode":"Dashboards","name":"Dashboards"}]},{"discussionID":108578,"type":"question","name":"what is the suitable function","excerpt":"I have 2 sheets, the first one is a table that shows the following and I have another sheet all what i need when i write the values in the first and the second column the data in the third columns appear what suitable function could be used","snippet":"I have 2 sheets, the first one is a table that shows the following and I have another sheet all what i need when i write the values in the first and the second column the data in…","categoryID":322,"dateInserted":"2023-08-06T16:13:45+00:00","dateUpdated":null,"dateLastComment":"2023-08-07T15:30:37+00:00","insertUserID":148197,"insertUser":{"userID":148197,"name":"Ibrahim Khalaf","url":"https:\/\/community.smartsheet.com\/profile\/Ibrahim%20Khalaf","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!!nWNG35EVjbs!ciDGZy0E-GU!v3xHo5OZSMg","dateLastActive":"2023-08-07T14:44:10+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":"2023-08-07T16:28:01+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":7,"countViews":42,"score":null,"hot":3382764862,"url":"https:\/\/community.smartsheet.com\/discussion\/108578\/what-is-the-suitable-function","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108578\/what-is-the-suitable-function","format":"Rich","lastPost":{"discussionID":108578,"commentID":389238,"name":"Re: what is the suitable function","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389238#Comment_389238","dateInserted":"2023-08-07T15:30:37+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":"2023-08-07T16:28:01+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":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/63LELKYQ726T\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-07T13:22:30+00:00","dateAnswered":"2023-08-07T12:46:17+00:00","acceptedAnswers":[{"commentID":389185,"body":"

Try an INDEX\/COLLECT like so:<\/p>

=INDEX(COLLECT({Area Column}, {Plot Column}, @cell = Plot@row, {Valve Number Column}, @cell = [Valve Number]@row), 1)<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","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":108574,"type":"question","name":"How can I tell if I have given access to multiple people to view a dashboard?","excerpt":"How do I give multiple access to a dashboard?","snippet":"How do I give multiple access to a dashboard?","categoryID":321,"dateInserted":"2023-08-06T04:51:50+00:00","dateUpdated":null,"dateLastComment":"2023-08-07T08:04:12+00:00","insertUserID":163646,"insertUser":{"userID":163646,"name":"DnG","title":"Supervisor","url":"https:\/\/community.smartsheet.com\/profile\/DnG","photoUrl":"https:\/\/lh3.googleusercontent.com\/a\/AAcHTtcuZ11NboT_eH4KtLd0gvJv4c7-SMbjMO5l3xGGESPUEMI=s96-c","dateLastActive":"2023-08-06T20:01:36+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"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":"2023-08-07T16:13:42+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":5,"countViews":35,"score":null,"hot":3382695962,"url":"https:\/\/community.smartsheet.com\/discussion\/108574\/how-can-i-tell-if-i-have-given-access-to-multiple-people-to-view-a-dashboard","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108574\/how-can-i-tell-if-i-have-given-access-to-multiple-people-to-view-a-dashboard","format":"Rich","lastPost":{"discussionID":108574,"commentID":389128,"name":"Re: How can I tell if I have given access to multiple people to view a dashboard?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389128#Comment_389128","dateInserted":"2023-08-07T08:04:12+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":"2023-08-07T16:13:42+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":"2023-08-06T20:02:25+00:00","dateAnswered":"2023-08-06T11:31:01+00:00","acceptedAnswers":[{"commentID":389098,"body":"

Hi DnG,<\/p>

Click on Share button of your Dashboard and fill in emails that you want to give access.<\/p>

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


<\/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&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&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":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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