How can I get a list of users who are shared at the workspace level?

Michael Chohrach

I need to get a list of all workspaces and all of the users who are shared at the workspace level. Is this possible? The sheets access report provides this info at the sheet level but I need to know who all has access at the workspace level. Any suggestions are greatly appreciated.

Samuel Mueller

@Michael Chohrach if you are familiar with using the API, that would be the best option I can think of.

Samuel Mueller

https://api.smartsheet.com/2.0/workspaces/**workspaceid**/shares

Would be a get request

Smartsheet - Official API and SDK Documentation (redoc.ly)

Michael Chohrach

Thanks @Samuel Mueller unfortunately I do not have any experience using the API.

Samuel Mueller

@Michael Chohrach Any chance you have Bridge for Smartsheet?

Michael Chohrach

@Samuel Mueller Thanks, I can pass this along to someone else here who is familiar with the API. We do not have Bridge for Smartsheet.

Samuel Mueller

sounds good! API is probably your best route I believe if you are wanting to extract that information.

mck_mthomas

Anybody successfully program the API to get the users list? I can't figure it out...

Michael Chohrach

Our API guy was able to put something together but it appears that in order for this to work the user running the API needs to have access to all of the workspaces. That creates a catch-22 because the reason we are trying to run this list is to determine which workspaces our admin users do not yet have access to.

Samuel Mueller

@mck_mthomas you would only need access to the workspaces that you would need to see the shares on (This does not help Michael as stated in his message).

If you have access to the workspaces it's a pretty simple code, you just need to run a get request to get a list of workspaces you have access to, you do this to determine what the workspace ID is.

Then you do a second GET to retrieve the shares.

First GET:

https://api.smartsheet.com/2.0/workspaces

Second GET:

https://api.smartsheet.com/2.0/workspaces/**workspaceid**/shares

You need headers and an API token in the format of the language of whatever programming you are using.

I normally use Powershell so I could give you an example of that if you want.

Depending on your code you could loop through all the workspaces to get a list of shares from each one.

CCJK001

When in your workspace, find the "ACTIONS" button (top left), click the button and you will see "Download Workspace Sharing Report (csv)". This report will show users and permission level for all sheet in that workspace. You can filter from there to the specific sheet you need. Hope this helps.

Michael Chohrach

@CCJK001 Thanks but that only works if you have access to the workspace and then you would need to run this separately for each workspace. I'm looking for a comprehensive report of all workspaces in our enterprise plan.

Samuel Mueller

@Michael Chohrach have you tried to contact Smartsheet support to get such a list?

Michael Chohrach

@Samuel Mueller Not yet. It's not currently high on our list right now and I've found some roundabout method for getting what I ultimately need.