Dynamic View Access

Charles_M

Hello,

I am doing some consulting work, I really familiar with dynamic views from my full time work. However, I don't quite understand how access would work if I am using my free, personal account. Will a user who requires dynamic views in their setup need to add me to their account so I have the dynamic view app? Or will just making me admin on a sheet they share with me give me then dynamic view app? Or will I need to pay for an upgrade myself?

Thank you.

Paul Newcome

You would need to have a license within their account and be added as a Dynamic View user.

Charles_M

@Paul Newcome What do you mean have a license within their account? Their admin would just add me as a licensed user, right? And then could turn me off when I am finished? I don't have any administrator experience so I'm not quite sure how all this works yet.

Paul Newcome

Yes and No. They would need to add you as a licensed user to their account, but they would not be able to remove your license at the finish of the project.

When getting set up with a new client, I always suggest that they create a generic "admin" account within their own system complete with email capabilities and whatnot. So if the company you are consulting for is the "ABC Company" then I would have them create a new user with an email address along the lines of "smartsheet.admin@abccompany.com". Once they get the email set up, they would add that as a licensed user and give it full permissions on everything needed. Then they would give you the ability to log into Smartsheet as "smartsheet.admin@abccompany.com" where you will build everything out.

Once the project is complete, a system admin on their account can change the Smartsheet login password to essentially remove your access (if ongoing support isn't needed). Now everything built for their solution will be owned by them.

Charles_M

@Paul Newcome That makes sense but I don't understand why they couldn't just remove my access when the project was complete? I have done some work with people just giving me access to their sheets and within shared workspaces. Is the difference here the premium app use?

Thanks again.

Paul Newcome

If you are going to create anything such as sheets, reports, dashboards, dynamic views, etc., there is a whole transfer of ownership process that needs to happen before they can remove your access. It can be a bit of a pain, and certain things cannot have ownership transferred. I can't remember for sure 100%, but I do believe Dynamic Views are one of those things that can't be transferred. If I remember correctly, you would have to show someone else step by step how to create the dynamic view so that they can own it to keep it in their account when they remove your license.

Andrée Starå

Hi @Charles_M

I hope you're well and safe!

To add to Paul's excellent advice/answer.

Fortunately, it's possible to transfer ownership on Dynamic View.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Paul Newcome

@Andrée Starå Which one am I thinking of then? Is it Data Shuttles that can't be transfered? I always have to get in and look.

Charles_M

@Paul Newcome and @Andrée Starå thanks guys that's all pretty clear. So it's not so much of an issue with them removing my license, it's more of a dynamic view ownership thing, which, seems like it won't be an issue.

Andrée Starå

@Paul Newcome

Correct! It's Data Shuttle, and I assume, Data Table too.

Paul Newcome

@Andrée Starå I knew it was one of those ones that started with a "D"...

Andrée Starå

@Paul Newcome

Haha!

https://media.giphy.com/media/MExp718CS40pOlpRLt/giphy.gif

MariaYanes

Hi all - I'd like to piggyback on this topic. I'm new to the Dynamic View app. I need to give visibility to a dynamic view to outside vendors with free licenses (collaborator) to enter updates to the primary source sheet. I added the email addresses to the Share tap in the Dynamic View setup, but the vendors did not receive the email invite to edit using the Dynamic View only. Also, they are shared to the primary source sheet, but I do not want them to see all the data in the source sheet. Can you please walk me through it? 

Paul Newcome

They will not receive an invite from Dynamic View. You will need to send them the link yourself (copy/paste the URL). They also do not need to be shared to the underlying source(s) at all to be able to work in the Dynamic view.

MariaYanes

Hi Paul, Thank you for the clarification.

Paul Newcome

Happy to help. 👍️