Is there a way to allow viewers of a report to type in their name or email to generate a view of the

Mspencer

I'm a training program manager and am trying to equip our learners to be able to see what trainings they've already completed so they don't re-register for trainings they've already done.

My "vision" for this is a report that pulls attendance data from all registration sheets that I can share with the entire learning audience (who does not have Smartsheet), BUT I'd like for it to be "locked" so that a learner can only see their own attendance data.

Is there a way to allow viewers of a report to type in their name or email to generate a view of the report that only shows information relevant to them?

Ray Lindstrom

Hi @Mspencer,

You can set a Filter on your report to evaluate a Contact List column, and only display rows that the current user is assigned to. It would look like this.

Then the filter will only show the rows for whichever user is logged in and viewing the report.

Mspencer

Thank you @Ray Lindstrom --- follow-up question, the use the "Current User" option, do they have to have a Smartsheet license?

Andrée Starå

 @Mspencer

I hope you're well and safe!

No, but they have to be logged in.

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Ray Lindstrom

@Mspencer,

As Andree mentioned; no license required, but they do have to be logged in.

Reports can be published to where people can view them via a URL without logging into Smartsheet. In that case, Smartsheet would not recognize the user viewing the Report and would not be able to filter to that (current) user.

Mspencer

Thank you @Ray Lindstrom and @Andrée Starå

Final follow-up question (hopefully, since I'm new at this)... what does "logged in" entail if they don't have to have a Smartsheet license? Where would they be logged in?

Paul Newcome

They would need to have a Smartsheet ACCOUNT, but they do not need a licensed account. They could be on a free trial, or they could be added as an unlicensed user. As long as they have log-in credentials, no license is needed to leverage current user.