Allowing collaborators to only edit certain columns

Alan R

Hi,

We've produced a snag/punch list on Smartsheet and the sheet is shared with the sub-contractors working on our construction site. Our 2 site managers have full admin rights to allow them to add snags and assign to the relevant contractors. We only want to allow our sub-contractors to add a comment to say the item has been actioned, or to add a photo to the 'completed photo' column. We have given them only 'commentor' rights, but they are still able to tick the checkbox to say the item is complete, we obviously don't want them marking their own items as done without us checking them first.

How do we allow/restrict access to certain columns please ?

Screenshot below of column headings which may help to explain

Ray Lindstrom

Hi @Alan R,

There's no way to restrict users from editing only certain columns when they have edit access to a grid.

You can lock the columns you don't want them touching, but that locks them for everybody.

Suggestion 1: You can use a report to limit which rows they view and edit, but they still require editor access to the underlying sheet in order to accomplish this.

Suggestion 2: The other option you have is to use Dynamic View which is intended for this, but a little more complex to setup.

BRgds,

-Ray

vto

Can Smartsheet add this feature to control the share users who can only access certain columns? It is an important and useful feature for the collaboration between users from different organizations; especially for the audit process.

Andrée Starå

Hi @vto

I hope you're well and safe!

Great idea! That would be a great addition to Smartsheet features.

Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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vto

New idea submitted. Thanks!

https://community.smartsheet.com/discussion/120158

Andrée Starå

@vto

Excellent!

Happy to help!

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brittney.krahn

@Ray Lindstrom

I have Dynamic View and the users who I have shared the dynamic view with are still able to edit the columns I have locked. I found a thread where one solution is to create a formula column which duplicates the data they submit via formula, and then only allow them to view the helper column which is marked as read only. However, when we test with an external collaborator account, it is still editable. We went into the dynamic view control panel and changed the helper column to read only and hid it in the details panel, but made it visible as a field for submitted items. We also need the people who have access to the dynamic view to be able to add attachments and comments to an existing item. Any ideas on how we might move forward?

Andrée Starå

https://community.smartsheet.com/discussion/comment/486776#Comment_486776

Hi,

I hope you're well and safe!

Have you checked the settings for the fields in Dynamic View, and they are marked as Read Only/View?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Smartsheet Expert Consultant & Partner / CEO @ WORK BOLD

✅ Did I help answer your question/solve the problem? Please support with💡 ⬆️ ❤️, and/or ✅ Answer. This will make it easier for others to find a solution or help answer! I appreciate it, thank you! 🙏