Welcome to the Smartsheet Forum Archives

The posts in this forum are no longer monitored for accuracy and their content may no longer be current. If there's a discussion here that interests you and you'd like to find (or create) a more current version, please Visit the Current Forums.

hiding columns or data for certain users

edited 12/09/19 in Archived 2015 Posts

I'd like to add budget data to a project sheet but hide that info from certain users.  Is this possible?


And is it possible to have the sum of amounts in sub-tasks appear in the cell of the main task?





  • Jeremy Michels
    Jeremy Michels ✭✭✭✭✭

    There is a way to do this to an extent. What are the level iof the user that you want to block. If you lock the column at the top and hide the cells and viewer cant change the view. If the person that you are wanting to block is an admin then this wont work. If you want to have the numbers total to a parent row use the sum formula. =sum(children()) any items added under the partent will auto sum into the parent row. 

    I do recommend that you keep financial and schedule sperate. It is a best practice for us to do this. We have a fiinancial sheet and project sheet. We also have workspaces for the same. 

  • JamesR
    JamesR ✭✭✭✭✭✭

    You can create a linked sheet that shows the budget figures and this sheet can then be shared only to those that need to see the figures.  This must be done on individual sheets rather than in a workspace.

  • JamesR , I understand your comment here which makes absolute sense, however if the original spreadsheet has additional rows entered into it (let's say somewhere in the middle of the existing selected range) then the linked spreadsheet does not update.

    This means that any additional rows that are entered also have to be manually updated on the linked spreadsheet.

    Or am I wrong?

  • JamesR
    JamesR ✭✭✭✭✭✭
    edited 04/13/15



    Yes you are right.  The existing links will update where information/data changes, however if you add rows/columns into the linked sheet then those rows/columns would need also to be inserted and then linked.


    The key to the successful use of linked cells is Planning and Design. Linking should be one of the last steps and that then should reduce the manual updating.

  • Travis
    Travis Employee
    edited 03/04/16

    Swathboy, do these users need to have read only access to the sheet or do they need the ability to edit? If they need read only, you could create a report with only the data you want them to see, then publish the report as a read only view. You could also use update requests with this. Hide the columns you do not want them to see, then send them an update request of any rows they need to edit. They will only see unhidden columns and the rows you selected. Just be careful with this method - if the columns are not hidden at the time they open the update request, they will see the column (exactly how it currently is in the sheet).

  • Carl Benfield
    edited 04/13/15

    Thanks James R. That's clear.

  • Dear all,


    I see that as a possible enhancement in Smarsheet... wehen managing projects i.e., it is needed to manage hours and budget on the same sheet... So, many times we just want to share hours...

    In order to avoid to duplicate the sheets (and link them), I think the best is to have this as an option in the 'hide' properties of a column...


    Best regards


    Karim Cherif

  • Travis
    Travis Employee

    Hi Karim, thanks for the feedback - I will add your vote.


    If you want to share a read only version of your data you can send rows (and only include certain columns) or create a report which will only show columns you selected, then publish the report as a read only view.


    Let me know if you have questions about this! 

  • Thanks Travis, I appreciate your support.


    I'm nowadays using the Send Row option which is very good to summarize a topic, Issue to a colleague or customer. I don't see that usefull for my request.... ;-(


    I'm looking for something 'unattended', in a way I just need to setup initially what info to be visible to others for the full project. So, I think I'll use reports ... 


    Thanks again,


  • Jeremy Myers
    Jeremy Myers ✭✭✭✭✭



    Another vote for enhancing the "hide column feature" 





  • And another vote for a hid column enhancement!


  • RR

    And another vote for hiding columns, vs the current workarounds.  Being able to control who can see what columns would be a MAJOR improvement.  

  • I would also like to add a vote for this feature.  We are using our sheet for project tracking.  Some of the data is autopopulated and some members of our team do not need to see it.  Having the option to hide columns or create custom views would enable us to store all data on one sheet while not cluttering it for those who only need to access half of the rows.

  • +1 to this feature. Certainly woudl help what I'm envisioning for a project I'm on

This discussion has been closed.