Current User Filter

Cheryl Collins · 07/10/23

Hi

I have a report that is filtered by current user. The sheet contains requests people submit via a form.

I have set the form that allows submissions without the user being logged into smartsheet and this appears to be now giving them a number (see screenshot of filter below)

This is now causing my report filtered on Current User not to work for some people. If I filter on myself (as shown above) I get a return of 8 entries on my report - which is correct and the same if I swap the filter from myself to current user - also is correct.

If I try it for someone else, it doesn't work and doesn't return all the entries?

Any ideas?!

TIA

Cheryl

johngraham78 · 05/30/24

Thanks @Paul Newcome , I just figured it out. The issue wasn't permissions but an option I overlooked in the widget settings: Last widget editor vs Their own perspective

I had seen this before but never really knew the context in which to change it. Now I can have one URL to share with others, and dashboard content will be unique for each person as the underlying report(s) are dependent on the current user.

https://help.smartsheet.com/articles/2480331-control-what-people-see-report-chart-widget

Matt Johnson · 07/10/23

Hi @Cheryl Collins

When I do Current User reports I set the filter option to "has any of" and I've never had a problem. Maybe try that and see what happens. I'm interested to know the outcome.

I hope that helps.

Matt

Cheryl Collins · 07/10/23

Hi @Matt Johnson

That's a great idea and thanks for responding.

I have had a look at the filter types and unfortunately can't see has any of in the list for selection:

So, is one of looks to be the only option for me in this instance

Thanks

Cheryl

Matt Johnson · 07/10/23

Hi @Cheryl Collins

Oh I see. You're filtering a sheet and I was talking about a report. Maybe try creating a report with the same columns and everything and then trying the "has any of" filter on the report. Having the end users use a report instead of the sheet has many advantages depending on your use case.

I hope that helps.

Matt

Paul Newcome · 07/10/23

"Is on of" is the only option because you are using the Create By column which can never have more than one person in it.

For the filter by current user to work, you will need to capture email addresses. If you are not capturing an email address, then there is no way for Smartsheet to know exactly who created that row.

Cheryl Collins · 07/10/23

Hi @Paul Newcome

The form captures the requestors email address - they have to type it into the sheet as I can't rely on all the form users physically logging into smartsheet 🙈 See screen shot of the sheet below:

When I filter on the sheet however, it is adding a number in:

I think it's this that's causing the 'Current User' filter on my report to break and excludes those ones.

I'm trying to create a dashboard for requestors to self-serve so, only want them to be able to see their own requests. This is going to be used by the whole firm (c.1500 people) so, it's not possible to build a dashboard per person.

Any other ideas on approach would be greatly appreciated @Matt Johnson

TIA

Cheryl

Paul Newcome · 07/10/23

Are they logged in when viewing the report?

Cheryl Collins · 07/10/23

Hi @Paul Newcome

Yes they are - they are viewing the report via the dashboard and have been shared to the sheet and report.

Matt Johnson · 07/10/23

@Cheryl Collins

Are you embedding a report or a sheet in the dashboard? You say report but the screen shot is from a sheet. Is it possible you are editing a sheet filter and then having them check the report?

Thanks,

Matt

Cheryl Collins · 07/10/23

Hi @Matt Johnson

It's a report that is held on the dashboard.

I was screenshotting the sheet as this was where I could see the issue. Sorry for confusing you!

Thanks

Cheryl

Amy Flores C · 11/13/23

I have an issue having a "current user" report populating on dashboards as well. The filter is set up in the report - and the report was in their dashboard. The people who will use the dashboards are shared to the sheet.

Is current User only functional for licensed users?

Paul Newcome · 11/13/23

Current User works for anyone that is signed in to Smartsheet whether they are licensed or not.

BrooksN · 05/03/24

I am having the same issue. I have the report and dashboard both set so the current user should see their information in the report, but the report shows blank. Any suggestions?

johngraham78 · 05/29/24

I just discovered this issue today, much to my chagrin. Seems like "current user" works for reports but not dashboards.

Paul Newcome · 05/30/24

@BrooksN and @johngraham78 The user needs to also have at least viewer permissions to the underlying sheet the same way they would if they were viewing the report directly instead of on a dashboard.

johngraham78 · 05/30/24

Thanks @Paul Newcome , I just figured it out. The issue wasn't permissions but an option I overlooked in the widget settings: Last widget editor vs Their own perspective

I had seen this before but never really knew the context in which to change it. Now I can have one URL to share with others, and dashboard content will be unique for each person as the underlying report(s) are dependent on the current user.

https://help.smartsheet.com/articles/2480331-control-what-people-see-report-chart-widget

Current User Filter

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