hiding columns or data for certain users

Swathboy

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

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

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.

Carl Benfield

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

Carl,

 

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

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

Thanks James R. That's clear.

Karim Cherif

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

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! 

Karim Cherif

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,

Karim

Jeremy Myers

Yes, 

 

Another vote for enhancing the "hide column feature" 

 

 

 

 

Holly DeVille

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.  

Anton Ziegler

+1

Todd Mazurick

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.

Derrick Yeoh

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