Download Link Removed from Backup Emails

Danielle Wilson

Hi Community, 

To further protect your Smartsheet environment, we are removing the link which previously directly downloaded files from the backup service. 

The backup service allows licensed users to generate a one time or scheduled backup of a workspace, as well as generating backups of folders and sheets. Any user with viewer permissions or higher can generate a one-time backup, users must have Admin or Owner permissions to generate recurring backups of workspaces. 

Previously, after the backup process, the backup service would send an email notification to the user with a link to download a zip file containing all sheets, comments, and attachments. To protect against this link being forwarded to individuals without the correct permissions, we will instead include instructions in the backup email of how to download your backup and previously generated backups from within Smartsheet.

You can learn more about this change here. 

You can also stay informed by subscribing to receive product release updates for curated news of recently released product capabilities and enhancements for the platform of your choosing, delivered to your inbox. As new releases occur, you will receive a weekly email with news of what's released every Tuesday. 

Best, 

Danielle Wilson

Product Marketing Manager

Scott Peters

Hi @Danielle Wilson - I appreciate this step up in security. One question on accessing the backup: Does it matter WHEN a user becomes Admin or Owner of a workspace in order to access the backup? Scenarios:

1. The owner of the backup (Admin or Workspace Owner) forwards the email to someone who is not an Admin or Owner… and we update their security to become Admin or Owner of the workspace (post-backup)
2. The owner of the backup is out sick or wins the lottery… and IT reaches into their email and forwards the email to someone who is not an Admin or Owner… and we update their security to become Admin or Owner of the workspace (post-backup)

Thanks!

Danielle Wilson

@Scott Peters Good question! Since you'll have to go in-app to see & download the backup now, it should only matter that the person is an owner or admin when they go into that part of the interface, not when the backup was generated.