Easy way to locate Premium App assets created by Deactivated User

Chizu Hieida

I just had this case where the Calendar App Owner left the company a few months ago, and I had to transfer ownership. 

Before I could transfer the app's ownership, I had to locate the source sheet and share it with our System Admin account. 

As both a Plan Asset Admin and a System Admin, we must have a notification or an easier way to track premium apps created by deactivated users. This would enable us to promptly transfer ownership to the appropriate user, a capability we currently lack.

Erin Horiuchi Green

@Chizu Hieida I use Visual Studio with Python.

How to get Smartsheet User ID?

import smartsheet
smartsheet_client = smartsheet.Smartsheet('INSERT YOUR TOKEN HERE')
user_profile = smartsheet_client.Users.list_users(email='INSERT TARGETED EMAIL ADDRESS')
print(user_profile)

If you are not an Administrator, then the above will omit: (1) admin, (2) groupAdmin, (3) licenseSheetCreator, (4) resourceViewer, (5) sheetCount, (6) status AND (7) lastLogin.

(1) admin is just a boolean. Either they are or are not a System Administrator.
(2) groupAdmin is just a boolean confirms if the User has the ability to create and edit groups.
(3) license SheetCreator is just a boolean. Either they can or cannot create sheets.
(4) resourceViewer is jsut a boolean confirms they can access resource views.
(5) sheetCount is a number reflecting the number of sheets owned by the User.
(6) status is a set list of values "ACTIVE", "DECLINED", "PENDING" and "DEACTIVATED".
(7) lastLogin is string with date and time based on system setup.

How to get list of Smartsheets created by User ID?

import smartsheet
smartsheet_client = smartsheet.Smartsheet('INSERT YOUR TOKEN HERE')
user_licensed_to_create = smartsheet_client.Sheets.list_sheets(USER ID)
print(user_license_to_create)

Trang Turtletraxx

I don't know how to increase the importance of this "Idea". It really shouldn't be an Idea but a NECESSITY. This is critical. I am actually shocked this hasn't already been resolve or at least listed as a higher priority to at least give system admins access to transfer ownership of premium app items as they do core assets. EVERY company has the risk of an employee leaving or being terminated suddenly and we all know not all departments necessary talk to each other. The suggestion Smartsheet makes to create a service account licensed and assigned ownership of assets and premium app items isn't a 100% guarantee to mitigate this risk.

We had an employee who created a dedicated Service Account to own assets and premium app items - just like Smartsheet suggested. Between this employee's account and this Service Account, they created HUNDREDS of solutions, assets and premium app items including SCC Blueprints all used by hundreds if not thousands of users daily.

So when this employee was suddenly terminated, I kept her Smartsheet account and the service account's Smartsheet account active and Licensed Users so we could get everything transferred and to maintain continuity of the solutions while we found a new owner of all the assets and premium app items between the 2 accounts. So, everything should have continue to work, right?!?!

NOPE!!! We were able to transfer the all the core assets but unfortunately, with NO blame against our IT, the credentials for both accounts were revoked without notice before we could get to the ownership transfer of the premium app items. Now we are scrambling to resolved this before financial deadlines approach that rely on Smartsheet solutions with 'broken' premium app automations and workflows.

How do we can escalate this to a higher priority? Do I need to get a petition started and gather signatures? Do we need to gather together and peacefully protest on the steps of Smartsheet HQ? This will continue to be an issue especially with the rapid layoffs since the start of the year and unfortunately we all know there are more to come.

PLEASE develop this capability ASAP!