New and improved Safe Sharing experience, now generally available!

Lekshmi Unnithan

Hi Community, 

For those of you who are SysAdmins who used Safe Sharing in the past, you may have found the old experience to be a bit basic and hard to manage or audit. That’s why we’re excited to announce the new Safe Sharing experience!

Now, Safe Sharing uses the scalable user interface of the inherent Smartsheet sheets experience to help SysAdmins easily manage, audit, bulk import, sort, and search through their trusted domains and email addresses. When the new experience is enabled by a licensed SysAdmin, two Safe Sharing sheets will be created in a new “Admin Settings” workspace for managing domains and email addresses. With the new Safe Sharing sheets experience, SysAdmins can add workflows, audit the activity log and cell history, bulk add/remove rows, sort/filter/search the sheet, use APIs, and more!

This experience is available to licensed SysAdmins on Enterprise plans in the Commercial US and Commercial EU instances of Smartsheet.

To enable Safe Sharing, go to the Smartsheet Admin Center, navigate to Governance Controls and then select Safe Sharing.

Please note: All users of the old Safe Sharing list will have 6 months to enable the new experience as mentioned above. After 6 months, we will migrate the domains and email addresses in your old Safe Sharing list to the new sheets UI. 

Learn more about the new Safe Sharing changes and how they may impact you.

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Cheers,

Lekshmi Unnithan

Senior Product Marketing Manager

Product screenshots:

Sample Safe Sharing sheet generated for domains:

Safe Sharing settings in Admin Center:

Michael Chohrach

I don't believe this statement is accurate unless your plan includes the Governance Rules option, which apparently is only available with the Advance plan.

I had to dig around to find it under Admin>Settings>Secure External Access and then scroll down to the bottom of that screen to find it. Then, it wasn't clear that I had to actually click the Create sheet links in order to migrate the data from the previous Safe Sharing List feature over to the new process. Just in case anyone else has any trouble.

Michael Chohrach

https://community.smartsheet.com/discussion/comment/415011#Comment_415011

Okay, so I guess it took longer than the published feature enablement date of January 22nd because now this morning I am able to see the new Governance Controls option on the main menu.

However, now, even though everything appears to be setup correctly, users are not getting the option to request access using the URL.

This is what the documentation says we should see:

But this is what our users see:

Scott Peters

@Lekshmi Unnithan @Russell Mesnick - After reading up on the new features HERE, I have a few questions:

1. For external users who come and go from the organization regularly (e.g. contractors), do we need to delete their row from the Safe Sharing-Exempt List-Emails sheet each time, and then manually re-add them, or is there a way Smartsheet will remember them and we can click an enable/disable checkbox of some sort?
2. We previously created a custom dashboard that included our policy and an embedded Smartsheet form. I see the link was retained in the conversion, but it is not working. When sharing to an external contact the sharing is blocked as expected, but the dashboard is not offered. Is this expected behavior because now only FORMS are supported? See screenshot:

Marc Champoux

FYI... that this change is live, I noticed that system administrators are not sent a "Change to Approved Domain Sharing List" notification email anymore.

I found that notification useful.

QuanT

@Michael Chohrach Thanks for the feedback. I'm going to look into that with the team to see what's happening with the error message.

@Scott Peters We don't have an enable/disable at each user level. If you don't want someone in the organization to share new assets with that person after they leave your company, you'll need to explicitly remove them from the safe sharing list.

I'll look into why the link isn't being offered (it should).

@Marc Champoux We removed that in favor of showing the audit trail inside the sheet itself. You can now see when the row was added and modified, and who did it. If you still want an email when changes happen, you can add that notification on the sheet itself.

Scott Peters

@QuanT - Please see ongoing support case 06781940

QuanT

@Michael Chohrach We're updating the screenshot as it looks like the old one got added. The link to request access needs to be set in the Safe Sharing settings, and then will appear as a link in the blocked dialog.

Can you confirm you set the link in your safe sharing settings? Attaching what it should look like with the link enabled

Screenshot 2024-02-01 at 1.43.29 PM.png

Michael Chohrach

https://community.smartsheet.com/discussion/comment/417017#Comment_417017

@QuanT Yes we have the link set in our safe sharing settings.

Zac Wolfram

Is there a good way to set-up an approval process for the form? We created a separate sheet with a form that had an approval workflow that once approved would copy the information onto the Share Sharing sheet however it looks like there is some sort of block that prevents that from happening. Note: I am the owner of both sheets.

Scott Peters

@Zac Wolfram - Do you have Data Mesh or Bridge? I haven't had a chance to try it for this purpose but I am thinking in the same vein: Once a domain or external email is approved, add the domain or email address to a new row (and just add value to the one column, instead of using a Copy Row automation). Data Mesh would have to run from a report, and would be limited to hourly. Bridge could trigger immediately. @Lekshmi Unnithan - Curious if there are any restrictions to using these tools to write data to the approved emails or approved domains sheets?

Zac Wolfram

@Scott Peters Great idea to use Data Mesh (we don't have Bridge)! Had a test run this morning and seems to work great. Hour delay should be fine for us.

Michael Chohrach

https://community.smartsheet.com/discussion/comment/417075#Comment_417075

@QuanT I'm still seeing the same "old" popup screen when I try to share a sheet to an external user who is not yet on the safe sharing list. And as noted previously, the link to the form is already set in our safe sharing settings. I was thinking perhaps this was happening to me because I'm a SysAdmin on our account but I've had a couple of other licensed users (not SysAdmins) try and they get the same popup I get (with no link to the form). How can we get this resolved?

QuanT

Hi @Michael Chohrach I'm working with the team that owns the dialog to get this resolved. It's happening to EAP customers and the team is looking into it.

Michael Chohrach

https://community.smartsheet.com/discussion/comment/421091#Comment_421091

Thanks @QuanT

MHalvey

https://community.smartsheet.com/discussion/comment/421091#Comment_421091

I have just enabled Safe Sharing inside my company and was wondering why my form request doesn't appear for the popup as well. I'm glad I did a search and see this topic is already in discussion. Is there any movement on this known error?

Thank you,

Michael