Welcome to the Smartsheet Forum Archives

The posts in this forum are no longer monitored for accuracy and their content may no longer be current. If there's a discussion here that interests you and you'd like to find (or create) a more current version, please Visit the Current Forums.

Sheets vs Workspace


New User:  Confused do I setup Sheets or Workspaces.  7 companies, coworkers share documents and scheduled tasks.  Do we set up both?


  • MattH

    Think of Workspaces as folder on Box/Dropbox/Google Drive and Smartsheets as excel files. 


    When you share permissions to a workspace, they have access to all of the sheets in that workspace. You can give someone view access to the workspace, and then editor access to a single sheet, as well. Or, you can put sheets in a workspace for your benefit and then invite people to each sheet as needed. Choice is yours. 


    My company does workspaces per project. 

  • steven.reed14881
    steven.reed14881 ✭✭✭✭✭

    If you have multiple sheets that many users will need access to, Workspaces are definitely the easiest way to administer, rather than having to share each individual sheet. Another administrative trick that I learned through experience is using groups for collections of like users that need access to various Workspaces. These two items well-thought out can definitely streamline your administrative burden!



  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    I keep everything shared with more than one other user in a workspace. Usually, a single sheet can be the source for multiple reports. Rather than creating and sharing these reports individually, I just create them in the same workspace allowing all to have access to the data they want/need. I tend to keep my own personal sheets for my work inside my own space.

  • Thank you.  That perfectly explains the concept

  • Thank you.  With experience, I definitely understand the system has more potential that I am initially considering for my purposes.

  • Melisha_Montague
    edited 08/21/17

    Thank you.  I was curious about how to divide those items so they were accessible by others and to still maintain privacy for those I need for personal reference.  That definitely addresses my concern.

  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    Yes, you can keep your own sheets outside of workspaces, and just in "Sheets" if you want to keep them private. I usually just create folders within my Sheets section for my own use. 

  • bellco

    Seems to me sheets and workspaces can pretty much do the same thing - am I wrong?  You can upload files to anything in either, so not sure why there are 2 different things if you have the same capability with both.

  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭
    edited 10/08/18


    A Workspace is a collection of Sheets, Reports, Folders, and Templates.

    The Sheets area is also this, but the organization is personal, not dependent on how others may be viewing.

    Workspaces can be shared as a whole, anything in the Sheets area is shared one-by-one.



This discussion has been closed.