New user type reports in Admin Center homepage, now generally available

Hi Community,

We've received feedback that our current user type classifications (such as free users, free collaborators, unlicensed users, etc.) tend to cause confusion, and customers find it difficult to understand the rationale behind the existing user type categorizations. To address this feedback, we are introducing new permission-based user types to help System Administrators better understand their plan’s usage and user activity.

We expect these changes to provide clearer usage insights, ultimately helping SysAdmins make decisions regarding users, permission levels, licenses, and budget allocations.

Additionally, we've made some minor UI enhancements on the Admin Center homepage to highlight the breakdown of these new user types and have provided a downloadable user type report which includes details such as user emails, user types, last logins, maximum current permission levels, number of assets shared, and more.

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Cheers,

Lekshmi Unnithan

Senior Product Marketing Manager

Product screenshot:

Sample Admin Center homepage showing new user type breakdowns:

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Comments

Scott Peters

@Lekshmi Unnithan - I love this new report! Very insightful. I have a question and some ideas/requests:

Is column 12 (Last Activity) the same as the "Last Login" column we see in the legacy Users Report?
Is there any chance that a column(s) could be added to display First Name and Last Name?
Could a column be added for user status (Active, Deactivated, etc.)

MCorbin

Thanks @Lekshmi Unnithan

At first glance - it would be nice if you could download the Users and Access reports via quick link from the main Admin page along with the User Types report.

Srinivasan Sankaran

@Scott Peters Thanks for trying this report and quick feedback.

Last activity could be more recent than last login (as one could maintain their session for a longer duration)
Adding first name and last name: We will consider adding this information.
User Status: This report shows only active users. Deactivated users are not included.

Srinivasan Sankaran

@MCorbin Thanks for the feedback. We will evaluate this feedback in our next iteration.

Scott Peters

@Srinivasan Sankaran - Thank you for the quick reply. I asked about Deactivated users because my version of the report included some of those users. Please message me directly if you would like to review together.

Srinivasan Sankaran

Will DM you.

ker9

Agree with @Scott Peters regarding addition of User Name. Presumably this does not replace the existing User List report - it does not contain the same data. We do not want to lose any of the functionality from the User List report, but it might be nice to have it all combined in one report.

MHalvey

@Lekshmi Unnithan - So will these new user types be replacing user permissions? The article is a little confusing with the titled section saying "Permission-based user types" and then going into Viewer, Guest, Team Member, etc.

If I'm understanding it correctly, they will be replacing User Permission levels on assets?

Thank you for clarifying this change,

Michael

Scott Peters

@Srinivasan Sankaran @Lekshmi Unnithan - I worked with this new report yesterday and noticed that some of our users are listed in the report with a user type of "Guest". Upon further inspection the users labeled as guests are a mixture of external contacts we have included in our Safe Sharing configuration, combined with any internal employee whose email address is one of the additional domains we have configured in Domain Management.

In my opinion, users who are licensed as part of our account with an email that matches one of our configured domains should be considered a Team Member, Unlicensed Admin, Licensed User, or Viewer (whatever is applicable), and the user type of Guest should be reserved for contacts in the safe sharing list.

Srinivasan Sankaran

@MHalvey These user types are not replacing the permissions. They give you an additional pane of glass to look at your users and categorize them by their permissions. So you know who has what level of access, who is internal vs. external.

Srinivasan Sankaran

@Scott Peters

To your earlier question about deactivated users - This problem is resolved. You shouldn't see deactivated users anymore.
Guest designation is based on what domains are associated to your plan when your plan is created. Your account team will be able to tell you the list. This domain list is not the same as the domains you manage through Domain Management or Safe sharing. But, thanks for the feedback. We will evaluate how to combine these different sources for you.

ker9

@Srinivasan Sankaran

I opened a support case - I have Internal users appearing in the User Type Report that have been removed (deleted).

We transfer ownership, remove from groups, remove sharing, remove license, etc., then deactivate. We remove user approximately 30 days from last login or sooner if no login.

AngB789

https://community.smartsheet.com/discussion/comment/472475#Comment_472475

Yes, still an issue. Just like when someone is shared to an asset in Smartsheet they are suppose to show up on the sheet access reports and they do not. I have reached out to support and our direct account reps 2 times now and still nothing back.

Cheree Peterson

On the user type report there are several external users and 2 internal users that are not listed on my User Management screen in the Admin Center. One of the Internal users is listed as Unlicensed Admin and Editor with 2 assets shared to her - but she is no longer here and I can't find the assets it's referring to.

There is also one external user listed on my User Management Screen in the Admin Center but NOT listed on the user type report.

Why do these reports not match? How are we supposed to manage users we can potentially get charged for when we switch to subscription base if they don't show up on the User Management screen in the Admin Center or the Sheet Access report.

Also the sheet access report doesn't pull in the asset owner so I can't see who owns the sheet in question.

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