New Submitters get access to the underlying sheet automatically.

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Gaurav Chauhan
Gaurav Chauhan ✭✭✭✭✭✭
edited 03/26/24 in Resource Management

Hi Team,

I have created a Smartsheet form which is being actively used. How do I ensure that new Submitters get view only access to the underlying sheet automatically.

Can this be achieved through automation/WF. or any other way.

Thanks. Gaurav

Answers

  • Scott Orsey
    Scott Orsey ✭✭✭✭✭
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    Hi @Gaurav Chauhan , Unfortunately, you cannot grant access to a sheet through an automation or based on a form submission. As a starting point, I would recommend looking into Dynamic View which does not require access to the underlying sheet in order to display values and allow updates. It's a nice way to keep the underlying data secure while giving a view into select data that you specify. Much like a report, you can filter data based on the current user. When you do this, you'll want to make sure that SS login is required to fill out your form. Then the created by field will have the current user and you can filter in Dynamic view on that user.

    A less elegant option would be to set up a SS User Group that you share the sheet to. Then, you could perform a periodic manual activity (maybe once per week) to add new submitters to the User Group. The advantage of the User Group (over sharing at the sheet level) is that it can be used in multiple sheets, WorkApps, Dynamic Views, etc to quickly grant access to a large number of SS tools.

    I hope this is helpful. Be well!

    If my response was helpful or answered your question please be sure to upvote it, mark it asawesome, or mark it as the accepted answer!