As system admins, shouldn't we be able to see all workspaces and sheets?

Tammy Tice

This was brought to my attention recently as someone with a new license had created sheets and they were not able to be seen by her manager when she wanted to share them with him. I am not sure if she gave him access in Smartsheet first. The manager then asked me if I could see it as a system admin and I could not. Even our primary system admin could not see it.

This led to another observation, that the main system admins are no longer automatically cascaded down through all sheets (not sure if that is a true statement - my IT managers told me that) so we, IT, can provide assistance to the users when they are having problems. Is it possible to add system admins automatically to all created sheets and workspaces since we are IT personnel and we will be the ones they contact when they need help?

Paul Newcome

The short version is that no one person will be able to access everything created on the corporate account unless that person is shared to everything. System Admins can pull a report that lists everything out, but even then it is limited to just the names of items unless they are specifically shared to each item.

Paul Newcome

You would need to leverage the API for this, but even then I believe it is going to boil down to users that create something sharing things (or providing individual api keys).

Tammy Tice

Thank you @Paul Newcome. I am sorry but I don't understand the response as I am not a "true" system administrator. Can you explain it to me in non-technical terms?

Paul Newcome

The short version is that no one person will be able to access everything created on the corporate account unless that person is shared to everything. System Admins can pull a report that lists everything out, but even then it is limited to just the names of items unless they are specifically shared to each item.

Tammy Tice

Thanks for explaining it in more detail @Paul Newcome!

Paul Newcome

Happy to help. 👍️

SML

Hi @Paul Newcome

How would a system admin generate a report that lists all file names?

Thank you!

Paul Newcome

@SML It would be the "Sheet Access" report.

https://help.smartsheet.com/articles/2483064-sheet-access-published-items-report

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