access to sheet

JenaW

I want specific fields but I don't want a link to the sheet....

If someone has the link to the sheet would they even be able to access it?

Ray Lindstrom

Hi @JenaW,

You have the option of using "Message only", and then displaying your two fields within the message using double curly brackets like this:

The tradeshow named {{Association/Tradeshow Name}} will be held on {{Tradeshow Date}}.

Ray Lindstrom

Hi @JenaW,

You have the option of using "Message only", and then displaying your two fields within the message using double curly brackets like this:

The tradeshow named {{Association/Tradeshow Name}} will be held on {{Tradeshow Date}}.

JenaW

@Ray Lindstrom Thank you! can the curly brackets be used in the subject line?

Ray Lindstrom

@JenaW,

Yes, you can use them on subject lines too!

JenaW

@Ray Lindstrom For some, there are so many fields that I don't want to use brackets. So when they get an email it says GO TO SHEET. When they click that, will they be able to view the sheet? I don't want them to be able to view it

Ray Lindstrom

@JenaW,

People can receive automation emails without being shared to the sheet. If they click "Go to sheet" and they don't have permission on the sheet or workspace, they will end up on a landing page that alerts them they do not have access. It also gives them a button to request access. The sheet owner will receive the request if that button is clicked.

JenaW

@Ray Lindstrom

How do I make sure that they "don't have permission on the sheet or workspace"?

Some people need access, how do I make sure that they have permission?

Ray Lindstrom

You can see if they someone has access to a Sheet by opening the sheet and clicking the Share button in the upper-left corner of the window.

Alternately you can right-click the Sheet without opening it, and select Sharing from the context-sensitive menu.

Either way you go, you'll see a window that lists all people/groups the file is shared to. It could be shared to someone who is a group member, and you won't see their name but instead the group name. To know who is a member of groups, you must be a Group Manager which is assigned by your company's Smartsheet Admin(s).

JenaW

@Ray Lindstrom so just to confirm if it is not shared with them, then they will not be able to access it, right?

Ray Lindstrom

@JenaW,

That's correct. No share means no access.

JenaW

@Ray Lindstrom I want others in the company to be able to view a sheet. If I send them the link will they be able to view the sheet? They don't have a smartsheet account.