Deploying SS department wide concerns

ljkeefe1

I am thinking of deploying smartsheet solutions department wide as a solution for our programmatic work. We are not in a tech savvy environment so I would be creating these solutions for them. We are also in the midst of the creation of our first data management framework, so with that in mind, these solutions have to be accessible and easily shared.

My questions are:

1. How do you deploy solutions for unlicensed users? I tried WorkApps but those can only be shared with licensed users.
2. How do you keep things organized in the SS environment? I find mine to be so chaotic and without the ability to move assets around.
3. Have you been able to templatize solutions for unlicensed users for a "grab and go" environment?

Thank you!

Andrée Starå

Hi @ljkeefe1

I hope you're well and safe!

1. Workspaces and Groups
2. Workspaces
3. Unlicensed users can't create items, so it has to be shared with them in some way (WorkApps (either with Smartsheet Advance or a collab pack), Dynamic View, or other Smartshet assets)

Make sense?

Would that work/help?

I hope that helps!

Be safe, and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Paul Newcome

1. WorkApps can be used for unlicensed users as well.
2. New items are created and stored wherever you happen to be when you create them. I have never had an issue with moving things around by simply clicking and dragging.
3. Unlicensed users will not be able to use a "grab and go" environment because unlicensed users cannot own Smartsheet items. If users need templated solutions, I would suggest looking into Control Center.

ljkeefe1

@Paul Newcome Thank you for your reply. Interesting about WorkApps. I tried to share one with an unlicensed user yesterday and I received an error that I couldn't share with an unlicensed user. I had to scrap the whole thing and move it into a Workspace. Maybe I missed something.

Regarding #2, I'll be mindful of that when creating.

Thank you again!

Andrée Starå

@ljkeefe1

Unfortunately, as far as I'm aware, Paul is incorrect. You can't share WorkApps with unlicensed users except if you have Smartsheet Advance or have acquired a Collaborator pack.

https://help.smartsheet.com/articles/2481969-workapps-by-smartsheet#toc-who-can-share-workapps-and-with-whom-

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Paul Newcome

@Andrée Starå Good catch. All of my WorkApps experience has been with clients that have Advanced.