Access by Outside Users

seana

Hello! I know there are view/edit accessibility options that can be set for outside users when sharing a sheet. However, we want to be able to have outside users approve/deny requests automatically sent through smartsheet forms/requests but not have access to view the sheet itself. Is this possible? When an auto email gets sent from smartsheet a link is included to the sheet.. can this be removed (Screen shot example below)? Thank you in advance for any help!

Paul Newcome

At the bottom of the automation, you should be able to "Customize message" and select to only send the message.

seana

Hi Paul, I was actually just looking at that!

I saw that function but we have to send specific fields to the outside user so they have all the information to approve or deny our request. I am wondering if there is a setting at user setup?

Paul Newcome

There are no other ways to restrict the link from going through. Have you looked into using {{Placeholders}} in the message to put the required information there?

seana

Hmm.. I guess that could be an option. There are just a TON of columns and info to be added so would take some time to get all set up. Was really hoping for a user setting on/off button!

Paul Newcome

I do believe there has been an enhancement request already submitted for that idea. Take a look through the Product Ideas tab at the top of this page to see if you can find it. If you can, you will be able to add your vote. If you can't find it then you can submit it yourself.

Either way, fell free to provide a link to the idea here so others searching for the same thing can quickly add their votes.

Genevieve P.

Jumping in to provide that link! 🙂

https://community.smartsheet.com/discussion/92302/option-to-not-include-sheet-link-on-notifications

Paul Newcome

@Genevieve P. Thanks!

seana

Thank you both! That thread is exactly what I was talking about! Do either of you know how the process works in the new ideas space? I can see that thread started almost a year ago.

Having that 'go to sheet' link is the only thing stopping us from getting this sheet up and running and saving our company lots of time and headaches

Genevieve P.

Hi @seana

The top-voted posts are reviewed monthly by the Product Team. If/when the status changes for a request you've voted on, you'll receive an email notification (unless you've adjusted your Community notification preferences not to receive emails).

That current request is set as "On Roadmap" with a comment from Product:

"While we can't yet provide a timeframe for release, we're very happy to share that this is in our future plans."

Cheers,

Genevieve