Document Access Help

I need some direction on access to pdf docs.

We are a construction company that has various docs for each job. Prints, specs sheets, ect.

We have a single sheet for each job that is a template of a construction schedule. The schedule has columns for tasks, start/finish date and sub contractor. I would like a way to store docs (load them one time. Also all docs are pdf already) and have the sub contractors access them only if they are assigned to the job on the construction schedule.

Is there a way to do that? also it would be nice to have the docs in their own folders. So that way there is not 50 or so docs all jumbled together.

Open to all ideas.

Thanks

Jon

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Andrée Starå

Hi @Jon Barto

I hope you're well and safe!

Yes, there are multiple ways to do it. Do you have access to WorkApps or Dynamic View?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Jon Barto

@Andrée Starå

Currently we do not have that function. However I have been trying to get some answers from Smartsheet on how that works, and have not had much luck. They keep changing our account reps to a new person the last couple weeks and I have to start the process all over again explaining to the new rep what our needs are. Then the ball gets dropped and we have a new rep and process starts over again.

I have watched videos on work apps as well as dynamic view. But I'm not sure if that will work as I described above. We are willing to purchase that addon if it will work. But I cant get a straight answer from Smartsheet. It has been a little frustrating because I know when we have used their tech support, it is awesome!

Do you know if dynamic view or work app will work like I described above. We don't want to have to manually give access to each job. Over 100 some vendors can be a lot of work. If we set up in a master sheet (that is copied for future schedules via save as) would that grant access to the assign to (sub contractor) row?

Or we can run a report. Would it give access via report?

Andrée Starå

@Jon Barto

Yes, I understand it can be annoying changing account reps multiple times.

I'd be happy to help! I'm a Smartsheet Expert Consultant & Partner. Feel free to reach out at andree@workbold.com

Yes, it should work with both options and if we use a Report with the Current User feature, you could have the Report automatically updated with each new job or similar. (to be certain, I would need to look at it more in detail)

Make sense?

Would that work?

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