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Sharing more than I want

Adam Felson
Adam Felson ✭
edited 12/09/19 inArchived 2016 Posts

It appears that when I share my report everyone can see all of my other sheets. How can I prevent this? Thanks.

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  • Steve Johnson
    Steve Johnson ✭✭✭✭✭

    The only way I know to combat this is to create a seperate "Workspace" and store the report in this new area. Each workspace has its own set of permissions, so you can be more restrictive on your current workspace and set the new workspace to include only those who you want to see the report.

    I assume this will fix your issue. If not, perhaps you've stumbled onto a bigger Smartsheet issue.

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  • Adam Felson
    Adam Felson ✭

    Thanks but what if I want to have a single "Project Status Update" list to serve for just me to see as a dashboard to all my projects, yet have a single sheet for each project that only people involved with those projects can view? Can that be done?

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  • Steve Johnson
    Steve Johnson ✭✭✭✭✭

    Along the lines of what I mentioned, I'd assume you will need a unique workspace for every unique group of viewers. So, you might have an Admin workspace that is only shared with yourself. Your dashboard would live there. Then, you'd have a unique workspace for every single project. Each of these would be shared with only that particular project's team. You'd keep all sheets for a particular project in that project's unique workspace.

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  • Adam Felson
    Adam Felson ✭

    Thank you. I suppose I'm unclear how I can carry over every task from each shared project sheet to a single private sheet and have everything stay live and updated.

    Thanks again for all your help.

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  • Steve Johnson
    Steve Johnson ✭✭✭✭✭

    I guess I assumed your dashboard was going to be a report, rather than a sheet. Smartsheet does have cell-linking capability across sheets, but that might not be a very elegant solution. Before you go down that road, you might try to investigate using areportin your Admin workspace that pulls from thesheetsin your project-specific workspaces. A single report (like a query) can easily pull all sorts of data from many different sheets (data sources).

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  • Adam Felson
    Adam Felson ✭

    Thank you!

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  • LindseyC
    LindseyC ✭

    It is possible to customize the viewing capiblities within a sheet in a shared workspace. When you click sharing in the workspace, all collaborators you add will have the same access to all sheets within that workspace. However, if you click on a specfic sheet in that workspace, then click sharing, you can add a collaborator with specific access to that sheet. Type in a contact, select the preference you would like for that contact and then select "share sheet" instead of "share workspace". Then that person will only have access the sheet you'd like.

    Is that what you were looking for?

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  • Adam Felson
    Adam Felson ✭

    Thanks LindseyC!

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This discussion has been closed.

Categories

Yeah. That does sound like it could take awhile. Haha. And if you knew the sheet I'd, you'd be able to just jump to it in SS instead of needing the api.<\/p>


<\/p>

Maybe a product enhancement request to expand the workflow portion of the api to include the sheet id is in order.<\/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":227,"urlcode":"api-and-developers","name":"API and Developers"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":448,"urlcode":"workflows-in-smartsheet","name":"Workflows in Smartsheet"}]},{"discussionID":109170,"type":"question","name":"COUNTIFS formula with 3 criteria (2 of the criteria have formulas)","excerpt":"Hi - I am trying to create a COUNTIFS formula using three criteria in the same sheet - Status (I just want to count the Open items), Impacted IT Projects (which is another dropdown of project names to select from), and Severity (this column displays a \"High\", \"Medium\", or \"Low\" value based on the calculated score in column…","snippet":"Hi - I am trying to create a COUNTIFS formula using three criteria in the same sheet - Status (I just want to count the Open items), Impacted IT Projects (which is another…","categoryID":322,"dateInserted":"2023-08-18T20:29:26+00:00","dateUpdated":null,"dateLastComment":"2023-08-18T21:13:12+00:00","insertUserID":165367,"insertUser":{"userID":165367,"name":"Shari D","url":"https:\/\/community.smartsheet.com\/profile\/Shari%20D","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-18T21:12:12+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":null,"lastUserID":163506,"lastUser":{"userID":163506,"name":"JamesB","title":"IT Project Manager","url":"https:\/\/community.smartsheet.com\/profile\/JamesB","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/avatarstock\/nEQMY42MFGXWS.png","dateLastActive":"2023-08-18T21:34:29+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":10,"countViews":85,"score":null,"hot":3384789758,"url":"https:\/\/community.smartsheet.com\/discussion\/109170\/countifs-formula-with-3-criteria-2-of-the-criteria-have-formulas","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109170\/countifs-formula-with-3-criteria-2-of-the-criteria-have-formulas","format":"Rich","lastPost":{"discussionID":109170,"commentID":391505,"name":"Re: COUNTIFS formula with 3 criteria (2 of the criteria have formulas)","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391505#Comment_391505","dateInserted":"2023-08-18T21:13:12+00:00","insertUserID":163506,"insertUser":{"userID":163506,"name":"JamesB","title":"IT Project Manager","url":"https:\/\/community.smartsheet.com\/profile\/JamesB","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/avatarstock\/nEQMY42MFGXWS.png","dateLastActive":"2023-08-18T21:34:29+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,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-18T21:12:26+00:00","dateAnswered":"2023-08-18T21:01:48+00:00","acceptedAnswers":[{"commentID":391499,"body":"

@Shari D<\/a> My apologies, should have been HAS<\/p>

=COUNTIFS(Status:Status, \"Open\", Severity:Severity, \"High\", [Impacted IT Projects]:[Impacted IT Projects], HAS(@cell, \"IT Project Name 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":109158,"type":"question","name":"Checkbox, Texts, RYG","excerpt":"I am trying to create a formula based on checkbox and dropdown list column. The result I am looking for is for Column 3 to have either a Red or Green symbol based on if Column 1 is checked OR Column 2 includes a specific word. Column 2 is a drop down with multiple options. Is this possible?","snippet":"I am trying to create a formula based on checkbox and dropdown list column. The result I am looking for is for Column 3 to have either a Red or Green symbol based on if Column 1…","categoryID":322,"dateInserted":"2023-08-18T16:30:48+00:00","dateUpdated":"2023-08-18T18:25:24+00:00","dateLastComment":"2023-08-18T21:05:50+00:00","insertUserID":160871,"insertUser":{"userID":160871,"name":"Nana250","url":"https:\/\/community.smartsheet.com\/profile\/Nana250","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-18T21:05:33+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":160871,"lastUserID":160871,"lastUser":{"userID":160871,"name":"Nana250","url":"https:\/\/community.smartsheet.com\/profile\/Nana250","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-18T21:05:33+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":6,"countViews":47,"score":null,"hot":3384772598,"url":"https:\/\/community.smartsheet.com\/discussion\/109158\/checkbox-texts-ryg","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109158\/checkbox-texts-ryg","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":109158,"commentID":391501,"name":"Re: Checkbox, Texts, RYG","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391501#Comment_391501","dateInserted":"2023-08-18T21:05:50+00:00","insertUserID":160871,"insertUser":{"userID":160871,"name":"Nana250","url":"https:\/\/community.smartsheet.com\/profile\/Nana250","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-18T21:05:33+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,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-18T21:05:36+00:00","dateAnswered":"2023-08-18T21:02:55+00:00","acceptedAnswers":[{"commentID":391500,"body":"

@Nana250<\/a> <\/p>

Try this format and update columns names as needed: =IF(OR(CONTAINS(\"Insert Word\", [Column 2]@row), [Column 1]@row = 1), \"Green\", \"Red\")<\/p>

If column 1 is checked or it finds the word in Column 2 it will go green, if not Red. Adjust as needed.<\/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":254,"urlcode":"Formulas","name":"Formulas"}]}],"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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