Multiple, Blinded, External Collaborators

OGonzalezSLC ✭✭
edited 06/15/23 in Add Ons and Integrations

Looking for creative solutions to managing multiple external collaborators that are blinded to each others work.

Here is the challenge:

-4 Groups of collaborators, all are blinded to each others work.

-We want to utilize smartsheet to manage minutes, actions, decisions, reports and dashboards.

Option 1: 4 distinct workspaces + 1 for internal work. Quite excessive, however allows for free collaborators and utilization of notifications

Option 2: Create roles in WorkApps for each group. Seems to make sense, however as they are free collaborators we have to upgrade to the WorkApps collaborator pack, waiting to hear what that is about, and notifications from the smartsheet space will point to smartsheet and not the WorkApps. How would we control that? Also, I would need to physically add a new sheet after each meeting minutes are finalized.

I need to:

  1. Manage all items within the workspace
  2. Give access to all 4 groups of collaborators, but to very specific areas.
  3. Content will continue to be created (minutes for each meeting + other reports)
  4. Collaborators cannot see what each other is doing, except for what happens in a Core Team group.
  5. Send proper notifications for actions items etc.

What are my options. Pretty stumped here.

Thanks in advance.



  • AravindGP
    AravindGP ✭✭✭✭✭

    Hi Oscar,

    You could consider using update request workflows and not give sheet access to any of the groups. However, it really depends on how and when the external collaborators will interact with your solution. Happy to schedule a call to understand more and guide, if you're open to it. You can reach me at [email protected]



    Reach out for any help on licenses, configuration, or training

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @OGonzalezSLC

    I hope you're well and safe!

    WorkApps would probably be the best solution.

    Other options.

    • Dynamic View
    • I recently developed a (what I call), Dynamic View Light. It's quite advanced, but in short, it's using cross-sheet formulas and INDEX/MATCH and a specific structure and method, so it's only possible to show data that should be available. (in your use case it would need to be a sheet per group)

    Would any of those options work/help?

    I hope that helps!

    Be safe, and have a fantastic weekend!


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