Sharing a Filter By Current user report without sharing the sheet

Here is what I am attempting to do.

I have a sheet where people use a form to submit requests. These could come from anybody in the company (over 100,000 people)

I would like to have a report, on a dashboard, where these people can come in and see the status of their request.

I was hoping to create a report, filtered on current user, that would show them their submission and put that on a dashboard

Here is the issue, if I put the report on a dashboard (and set the widget correctly) it works just fine. However, if I publish the dashboard, this breaks (which makes sense, since you don't have to sign into a published dashboard). Likewise, if I publish the report itself, and embed it, it breaks.

Is there any way (aside from purchasing Dynamic View) to make this work? Is there a way to share a unpublished dashboard with my entire organization, like there is for a published dashboard (and no, I my company does not have a Smartsheet group set up for the entire company)

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Andrée Starå

Hi @David Dolch

I hope you're well and safe!

Here's a possible workaround or workarounds

Premium App, WorkApps

Would that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

David Dolch

Hi @Andrée Starå

I don't think WorkApps will work in my case, but it is a good suggestion

----------------------

Who can share WorkApps and with whom?

The owner of a WorkApp can share it with licensed users on any Smartsheet plan (internal or external to their company) at no additional cost.

To share WorkApps with unlicensed users or free collaborators, an additional purchase is required. For more information about how to purchase the WorkApps Collaborator pack, contact Smartsheet Sales.

------------------

While WorkApps is "free" for me, since we are on an enterprise plan, the issue is, not everybody in the company has a license. Many are unlicensed users. Meaning they have logins and can do the limited things that you can do without a license, because that is all they need to do.

Apparently I cannot share a WorkApp with them, unless I purchase a Collaborator pack.

Andrée Starå

@David Dolch

Happy to help!

Yes, they would need licenses or be part of the collaborator pack, or the account must be subscribed to the Advance package.

✅Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

David Dolch

@Andrée Starå

Yeah, what I am really looking for is a way to "Share as view only to everybody in my organization"

I know publish essentially does that, but the issue is I need the filter by user functionality, and you cannot do that with a published item.

So either:

"share as view only with my entire org"

or a better choice

"Publish but require a login"

Jennifer_Szonye2014

I am trying to do the same thing now. How did you solve this?

Luke L

Adding a bump to this convo. I'm trying to do the same (I have a license on the enterprise plan, but the users I want to share the report/dashboard with have free accounts). Thanks for asking the question @David Dolch as I was testing this yesterday and found my permissions seemed to be passing onto those I shared the report with, which was disappointing. All the support documentation that I've come across never made any mention of published/unpublished dashboard differences, so this was enlightening.

David Dolch

We offload the data, that is how we solved it.

We use Smartsheet for the licensed users to manipulate data - update dates, tasks, projects, intake items, etc.

For non-licensed users who need to do things such as view (and only view, no edits) specific information we offload the data to an other dashboarding platform that allows for things such as dynamic filters, including locked dynamic filters based on users login.

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