How to generate list of sheet shared users on all sheets I own?

Robin Soprano

I am working to clean up shared collaborators on multiple sheets. Is there a report I could run to show me the list of collaborators or all users that are shared on my sheets?

Some shared collaborators are no longer engaged and need to be removed. I'm currently going sheet by sheet to review and remove - Is there a more efficient way?

Jeff Reisman

@Robin Soprano

I know that on our Enterprise Plan, as a system admin I can generate a Sheet Access report in the Admin Center under User Management. It emails a CSV file showing all sheet/resource access. You can sort/filter by owner to find just your sheets, and you'll see all the shared users and what share level they have on each sheet that you own.

(A system Admin can also download a sheet access report for an individual user, however that shows all the share access that user has on his own plus others' sheets.)

If you're not a System Admin for your Smartsheet org, contact the system admin and ask them to extract the shares for your sheets from the Sheet Access report.

Robin Soprano

@Jeff Reisman I am an admin - how would I extract the shares?

Thanks!

Jeff Reisman

@Robin Soprano There's a difference between being an Admin on a sheet or sheets, and being a System Admin for your org.

If you click on your account profile in the bottom left corner, can you get to User Management? If so, you're a System Admin:

Clicking there opens the User Management screen in the Smartsheet Admin Center.

Click on "More Actions" and in the menu under Generate Reports you'll see "Sheet Access." Click there and you'll see a little message at the top telling you that you will receive a link to the report via email in a few minutes.

Download the Access.csv report from the email link, unzip it, and open in Excel or another spreadsheet app. Then you can filter by Sheet Owner to see all the shares on all your sheets.

jcdc

This is helpful if you have Admin access. What if a non-admin wants to see the full list of invitees or copy them for recordkeeping? The Share modal window feels more like it was made for limited functionality. It needs to show all collaborators at the same time, paginate for more people on the same page, allow copying, allow loading to a sheet, or downloading to a file.