Cleaning External email list
I am wondering, is any other organization is working on cleaning the External email list in Smartsheet. If yes then how and what are the steps need to taken to do this task. We have around 1500 emails added over past 2 years it's high time for us to recertify/ Clean the External email list in Smartsheet
Answers
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@Yakshita Srivastava I'm not sure what you mean by the "External email list." Are you talking about the list of Approved email addresses under "Approved Domain Sharing List" (if you limit sharing to approved emails)?
Or are you talking about external users that your internal users have shared sheets with?
Regards,
Jeff Reisman
Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages
If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!
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Hi Jeff,
Thanks for your input, " Clean the list " means the recertification of the External domains added to the portal. If user are not needed the id anymore we can go ahead and delete it.
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Still not quite sure what you mean. A screenshot or two might help?
If you're talking about removing external access that's no longer needed, I did that here not too long ago:
First I downloaded a Sheet Access report from User Management. I then uploaded that to Smartsheet, and used a CONTAINS formula in a helper column to identify all rows where the email address in the "Shared To" column did not contain our email domain. I added an "Access Removed" checkbox column.
I then converted the "Owner" column from Text/Number to Contact List. Then I created an automation that would send an update request for the rows with external accounts to the user in the Owner column at a scheduled time in the future, asking them to review this access and check the box for all the rows where they removed access.
About a week later, I reran the report and repopulated the sheet, then repeated the process for any users who hadn't removed any access.
Regards,
Jeff Reisman
Link: Smartsheet Functions Help Pages Link: Smartsheet Formula Error Messages
If my answer helped solve your issue, please mark it as accepted so that other users can find it later. Thanks!
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Hi,
Jeff this this sounds promising let me give it a shot
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