Published Assets and Connect User Count - Shared Users

Trang Turtletraxx

I had a few questions regarding the Connected User, what trigger a user to be counted as a Connected User and the effect of sharing published assets.

Is one of the triggers to be included in the connected user count who is shared to an asset regardless if they don't have a Smartsheet login or whether they access or view an asset on the Smartsheet platform?

For example:

1. Someone is shared to an asset, does NOT have a Smartsheet login but views a Published asset I own, will that person be counted as a connected user under my plan?
2. Someone is shared to an asset, never views or accesses the asset because they were termed the day you shared the asset, will that person a connected user?
3. If someone is shared to an asset but never views or access an asset with a Smartsheet login or direct URL to the Smartsheet platform, instead views it as an embedded image on another platform, will they be a connected user?
4. Lastly, I wanted to confirm, if I publish a dashboard and send the URL to someone who does NOT have a Smartsheet login and NOT shared to any assets, that person can view ALL the data as I (the owner) would see it as if all filters and permissions were removed, right?

MarceHolzhauzen

Hi @Trang Turtletraxx

You're asking some interesting questions here. I don't have all the answers, but here's the article on the topic
User-subscription-model-overview and looking at the Pricing comparison the answers are

There is also another Help article about this here - https://help.smartsheet.com/articles/2482743-plan-insights

1. How are they shared to the asset? If you have added their e-mail to the asset/workspace share list, the user will form part of your connected user count. If you have just shared the published link with them, they will not be added as a connected user.
2. Depending on their permissions, they could still be a connected user. Unless the user was terminated by admin and removed from your plan completely. In case of the former, they could be picked up as a previously licensed user.
3. See number 1.
4. Have you seen the article on Collections? This might be a game changer for you. https://help.smartsheet.com/articles/2482979-brandfolder-collections

Trang Turtletraxx

@MarceHolzhauzen thanks for the response. I just wanted to make sure I understand your responses correctly. In reference to #1 and #3, just SHARING an asset adds them to the user count despite them logging in and ever interacting with that asset?

Also, what is the difference between a 'Collection' and creating a WorkApp?

MarceHolzhauzen

Hi @Trang Turtletraxx

Here is the help article on connected users and the differences between the various types of users. https://help.smartsheet.com/articles/2482743-plan-insights

Viewers are also users. They're just free or unlicensed users. So if you share an asset with a person, they become a user.

Collections are almost like a light version of WorkApps. WorkApps allow you to create one workapp, and add roles so that you can set which role can see which assets within the same WorkApp. For example, if you have a WorkApp for the Sales team, there might be assets that you only want the Sales Managers to see and not the sales reps. In Workapp, you can set this. With a collection, you have to create a collection for each audience. So in the same sales team example, you'd have two collections for the sales team with mostly similar assets.

Workapps are also used with Control Center where i don't believe Collections are.

There is possibly more slight differences, but these are the 2 we've come accross

Hope this helps

Trang Turtletraxx

@MarceHolzhauzen I know the differences in the connected user types. I am still trying to determine if just adding someone to Share an asset automatically adds them to the user count or does that user have to ACCESS the asset (view, edit, comment, etc.).