WorkApps - automatically add users to "roles" based on a form being filled in

daniella.said47

Hi,

We have a database of folks, we want to be able to assign their role in the Smartsheet - and have the person added to that role in the associated WorkApp. So, for example in a list of 200 folks, there are 20 managers, 5 admins, 15 department coordinators and the rest are generic users. Rather than manually adding the 200 folks to the various roles, we assign them from the smartsheet form and have that date be pulled through to the WorkApp.

Is this possible? Is there a workaround?

Genevieve P.

Hi @daniella.said47

There isn't a direct way in the Workapp to automate who is assigned what role, however you could add your different users to Smartsheet Groups, then assign a Group to the Role instead!

That way if people are added to the Group down the line, they'll immediately have access to the Workapps other members of that Group are assigned to.

Here's information about Smartsheet Groups:

https://help.smartsheet.com/learning-track/level-1-get-started/groups

Cheers,

Genevieve

BrendonL

@Genevieve P.

If you do the thing where you add the people to the group, wouldnt you still need to add each person to the group by hand? I have a situation where I have lots of people that are changing monthly that need to have access to the role's info. Is there a way to make it so the group adds people to it based on there email in a sheet?

Genevieve P.

Hi @BrendonL

You're correct, you would still need to add each person to the group manually. You may be able to leverage the API to help manage groups if you want to do this programatically/automatically, or use Bridge (if you have access to it).

Cathy Betzer

@Genevieve P. For Workapps - I read in another community post that the request to use groups has been submitted but is not currently available.

Your note above: There isn't a direct way in the Workapp to automate who is assigned what role, however you could add your different users to Smartsheet Groups, then assign a Group to the Role instead!

I attempted to add a group name to permissions within WorkApps but WorkApps would not allow me to do so. If you have a workaround or can show us how to do it I would appreciate it. Thank you, Cathy

Genevieve P.

Hi @Cathy Betzer

The name of the group should appear if you search for it when adding people to a specific role. Groups will be indicated by the two-person icon on the left, like so:

Can you clarify what you mean when you note that WorkApps won't allow you to do so? It would be helpful to see a screen capture, but please block out sensitive data.

Thanks,
Genevieve

Cathy Betzer

Thank you Genevieve P. I was finally able to add the group - When I wrote the above message I was having difficulty. Thank you for helping out here. I appreciate it.