Possible to Search Sharing Lists?

Susan Peck

We have several sheets with 30-50 collaborators.  Unfortunately, the people setting up these sheets haven't used groups, so when we need to determine if a sheet has been shared to a specific person, the only way to find out is to scroll through the list.

Is there a way to search the list of Shared users (like there is for the User Management list)?

It would be a real time saver.  Other workarounds appreciated.

Thanks,

susan

Shaine Greenwood

Hi Susan,

There isn't a way to search the list of collaborators in the Sharing tab. When you have a moment, submit a Product Enhancement Request for this using the form under Quick links on the right of the community site.

J. Craig Williams

The SysAdmins for your account can download a "Sheet Access Report"

This is a csv file that shows:

• Key
• Name
• Type
• Owner
• Shared To
• Shared To Permission
• Last Modified Date/Time (UTC)

Name of the sheet/report.

Each row is by person/shared, so you can filter on the sheet name and see the 30-50 users that have access to the sheet and their permissions.

I hope that helps.

Craig

Susan Peck

Thanks, Craig.  I'm kind of hoping Smartsheet will add search to the dialog, just like what already exists in the User Management list.  Having to go through the steps you list is a lot of extra work (and no time to do anything extra right now).

I have made the request to the Product Improvement Request forum.

susan

J. Craig Williams

The extra work is under a minute. 

I doubt there is ROI for the enhancement request.

Craig

Susan Peck

Not to be contrary, but going to the Sys Admin tab, finding the link to have a sheet access report created, checking email to get the file, saving the file to the proper folder, finding that folder, unzipping the file (which will replace any other sheet access file previously downloaded in the same folder, because the files are uniquely named), and then searching the file for the particular sheet and who it is shared to would take me more than a minute.  To say nothing of the likelihood of getting distracted by other emails that have come in at the same time, which might mean several hours pass before the Sharing on the sheet is updated.

Compare that multi-step scenario to a simple search field on the Sharing dialog box and I've just saved myself several minutes in a week and accomplished a task without possibility of being interrupted or delayed.  

It seems if the functionality exists in Smartsheet for one type of list (the User Management list), it shouldn't be that hard to add to the Sharing list.  But, then I'm not a programmer.

Maybe there is no ROI for Smartsheet, but there likely is for their customers.  The suggestion has been made to Smartsheet.  In the past, they've been really responsive to our requests (users since 2011), and since it was a Smartsheet person who suggested I add the enhancement request, it seems the change might be made at some point if we are patient.

In the meantime, a manual look at the Sharing list is faster (for me) than the process you outlined, but I always appreciate knowing multiple ways to accomplish the same goal.

susan 

J. Craig Williams

There is no email or zip file involved.

If using Windows, the location defaults to location.

I speak as a customer too and can only guess at ROI, but none of my customers have ever complained about how to use this file.

Craig

Susan Peck

Hi Craig,

I must be doing something wrong, so if there are steps I can skip, I'd be happy to know a different method.

Here is what I have been doing to get the sheet access report:

1. Go to the Account Management menu.

2. Select User Management.

3. From the More Actions menu, select Download Sheet Access Report.

When I do that, the result is an email with a link to a zip file, so all the subsequent steps apply.

If I'm doing something wrong or there is a faster way to get this information, please let me know.  We are only on a Team plan, so perhaps that is why it functions this way (would love to be on the Enterprise plan, but that's a different discussion :-)

Thanks for the help!

susan

J. Craig Williams

I'm not at my computer right now. Are you a SysAdmin? I download a csv file directly. This imports back into Smartsheet if you prefer to filter and sort that way.

I won't be at a computer until evening PDT.

 

I'm also on Team plan

 

 

Craig

Susan Peck

Hi Craig,

Yes, I'm a Sys Admin.  I'll wait to you have a chance to check it out.  I'm also on PDT, but working for a company on EDT, which means I get to work both ends of the day :-)

Thanks much,

susan

Susan Peck

Just following up on this topic to see if there is any update, either on my process for searching sharing lists or progress on adding the Search feature.

Craig, did you ever have a chance to review my procedure to see where I was going wrong?

Appreciate all the help from the community.

susan

J. Craig Williams

Susan,

Sorry, been very busy and this fell through the cracks.

I found it buried in the Help documentation:

https://help.smartsheet.com/articles/795920-managing-users-multiuser-plans-

NOTE: Organizations with 200 users or greater will instead receive an email that contains a link to download the sheet access report.

Does this apply to you? It does not apply to me and I get a Save dialog for downloading.

Craig