I want a user to be able to update their report but not give them access to the master sheet

TeeM

We have a management report to which we send action items on a separate report to the respective team members. We don't want to give them access to the master sheet. However, they need to be able to update their report with their current progress and status.

Is there some way of doing this without giving them:

1) access to the master sheet

2) Viewing option only to the master sheet but have the ability to update their report

Bassam Khalil

Hi @TeeM,

To achieve the goal of allowing team members to update their action items without giving them access to the master sheet, or even view-only access, you can use a combination of Smartsheet features such as Update Requests, Automated Workflows, and possibly Cell Linking or Report Sharing depending on your specific needs. Here’s how you can set this up:

1. Use Update Requests

Update Requests in Smartsheet allow you to request updates on specific rows from individuals without giving them access to the entire sheet. You can send these requests manually or set them up to go out automatically based on certain triggers.

Steps to implement:

• Identify the rows or specific cells for which updates are needed and select them.
• Go to the Row Actions menu or use the toolbar to choose "Send Update Request."
• Customize the update request by specifying which columns you want the recipients to update.
• Schedule the update request, if needed, to be sent out on a regular basis.

2. Automated Workflows for Regular Updates

Use Smartsheet's automated workflows to send out update requests at regular intervals or based on specific triggers (e.g., a date is approaching, a status changes, etc.).

Steps to implement:

• Go to the Automation menu in your master sheet.
• Select "Create a Workflow."
• Choose the trigger that fits your needs (e.g., a specific time before a due date, changes in a particular column).
• Set the action to "Send an Update Request" and select the rows and columns to be included.
• Define the recipients, which would be the individual team members responsible for those action items.

3. Cell Linking (Optional)

If you want to consolidate updates from individual responses into a separate sheet (which can be a report or another master-like sheet), you can use cell linking. This allows you to have a live link between the individual updates and a consolidated sheet where you can monitor progress.

• Create a new sheet or use an existing report to gather updates.
• Use the "Link to Cell" option to link the update cells from the individual responses back to this consolidated sheet.

4. Report Sharing for Overview (Optional)

Create a report that pulls specific data from the master sheet (such as status and progress updates) and share this report with the team members. This way, they can see the updates in a consolidated view without accessing the master sheet.

• Go to the "+" icon in the left navigation and select "Create Report."
• Set up the report to include rows based on the criteria that match the action items and columns relevant to what team members should see.
• Share the report with the team members, giving them view or edit permissions as needed.

By combining these features, you can maintain control over the master sheet while ensuring team members can easily provide updates on their tasks. This setup enhances collaboration and keeps everyone informed of the progress without compromising the integrity of the master sheet.