Sharing a report without accessing to the sheet?

ChrisNHS

Hey community,

is there a way to share a report with someone without share the complete sheet behind that reports?

Regards

Christian

Stefan

Hi @ChrisNHS,

ok, so they need to be able to edit data they see in the report?

And you don't want them to be able to see the whole source sheet?

https://www.smartsheet.com/marketplace/premium-apps/dynamic-view

Depending on your actual use case there are some options. As Sing Chen already wrote, you could use the premium add-on "Dynamic View". It allows to create views onto your data with totally individual edit rights. Makes sense only, if you use this not just for one person but for let's say a sales organisation where people from various locations should work on a HQ sales sheet without access to the data from other people.

https://www.smartsheet.com/datasheets/datasheet-workapps

You could probably build a WorkApp. WorkApps usually also require extra license cost.

If the data in your report shows a set of rows from your source sheet that does not change (e.g. a part of a bigger project plan), then you could use a sheet with duplicates of those rows, link the cells from the original sheet to the duplicate and make the duplicate the source of your report. Place it where the report user has access and there you go.

Hope some of this makes sense for you.

Stefan

Andrée Starå

Hi @ChrisNHS

I hope you're well and safe!

There are multiple ways, but do they only need to view it, or do they need to be able to edit it?

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Sing C

Hi @ChrisNHS, not directly. The following help article gives details. This section here:

However, the article does go on to say that you can do it by publishing the report and sharing the "publish" link or by inserting the report as a widget into a dashboard.

Another option is to build a Dynamic View (DV) using the report as the source of the DV. Note: DV is a premium add-on so depending on your plan, it may not be available to you.

I hope that gives you some options to explore.

Let me know how it goes or if I can help further.

Thanks!

Stefan

Hi @ChrisNHS,

if you want that person just to be able to see the report, you could use the publish feature and send him/her the link.

Hope this helps?

Stefan

ChrisNHS

HeyAndrèe,

I am safe, I hope you too.

Yes, the also be able to edit the data in the report.

Regards

Christian

Andrée Starå

@ChrisNHS

Glad to hear it, and I am too!

You'd have to use either one of the following Premium Apps.

• Dynamic View
• WorkApps

Would that work?

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Stefan

Hi @ChrisNHS,

ok, so they need to be able to edit data they see in the report?

And you don't want them to be able to see the whole source sheet?

https://www.smartsheet.com/marketplace/premium-apps/dynamic-view

Depending on your actual use case there are some options. As Sing Chen already wrote, you could use the premium add-on "Dynamic View". It allows to create views onto your data with totally individual edit rights. Makes sense only, if you use this not just for one person but for let's say a sales organisation where people from various locations should work on a HQ sales sheet without access to the data from other people.

https://www.smartsheet.com/datasheets/datasheet-workapps

You could probably build a WorkApp. WorkApps usually also require extra license cost.

If the data in your report shows a set of rows from your source sheet that does not change (e.g. a part of a bigger project plan), then you could use a sheet with duplicates of those rows, link the cells from the original sheet to the duplicate and make the duplicate the source of your report. Place it where the report user has access and there you go.

Hope some of this makes sense for you.

Stefan

ChrisNHS

Thank you for your answers.

Yes, they need to abke to edit the data.

Yes, the idea is not to share the source sheet.

At least I understood it, I can either do it via dynamic view or via WorkApps. Both mean additional licenses.

Regards

Christian

Andrée Starå

@ChrisNHS

Excellent!

You're more than welcome!

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Andrée Starå

@ChrisNHS

You might already have access to WorkApps.

Licensed users on Enterprise have access.