Sheets and Form and User want to View specific sheet

JinwonK

Hello, I need best practice on how to: Provide users to View only our tracking sheet.

• This tracking sheet tie to a Form (Request), which feed information to our request tracking sheet. I assume, the form-users and non-form users would need Read/View permission only for the tracking sheet.
• How to provide users specific sheet view only? Without exposing group's Workspace. Prevent accidental editing, etc.
• Does this affect individual user account permission?

Best, Jinwon

Jennifer Kurtz

Hi again!

I wasn't clear in my first response; my apologies! Please allow me to clarify: :)

Users who should only have view access to one or more items in the workspace can be shared to the workspace as a whole, but need to have View only access at the workspace level. (You can then add additional access, e.g., editing, for any specific items as needed.)

Users who can have edit access to everything in the workspace can be shared to the workspace as editors.

Users can submit forms, and complete update requests, without any access to the sheet or workspace at all. Users who should be able to see the sheet can have view only access. They'll still be able to submit forms and complete update requests - but they won't be able to edit data when they go to the sheet.

Does that help? Again, i'm sorry i didn't explain that well earlier!

Hollie Green

You do not have to share the actual sheet for someone to submit a form or submit an update to the sheet. That would only be required if they needed to see other things on the sheet.

JinwonK

Thanks, Hollie,

Your 1st sentence is correct. Yes, we are doing it. Your 2nd sentence is where I am at. how-to-do. They want to view other things on the sheet. Such as progress status, dates, notes are recorded as it happens.

Jennifer Kurtz

Good morning!

You can share view only access to users a single sheet from within the Sheet you're sharing. (Open the sheet, and click the Share button.) These would be users who are NOT shared to the workspace as a whole.

If the users you want to share view-only access with need to be shared to the workspace, and will need higher access for other items (e.g., they need access to edit access for other sheets), best practice is to set the workspace access to the lowest setting needed. In your case, you'd set the workspace as a whole to View only, and then would need to add edit access for specific items to each user for whom that's appropriate.

Does that help?

JinwonK

Thanks, Jennifer. I tried Share (Access to this sheet only) and got message below/snip. I looked into collaborator list. All users have "Editor-can share."

I think this set up speaks to your 2nd paragraph suggestion. We've about 60 users plus 3 Admins. I recently inherited Ownership of this account and need to understand how-to improve… So in order to users to View specific sheet;

1. "Set the workspace as a whole to View only,
2. and then would need to add edit access for specific items to each user for whom that's appropriate." Q: Does this ensure each user to access and fill out the form to request?

Jennifer Kurtz

Hi again!

I wasn't clear in my first response; my apologies! Please allow me to clarify: :)

Users who should only have view access to one or more items in the workspace can be shared to the workspace as a whole, but need to have View only access at the workspace level. (You can then add additional access, e.g., editing, for any specific items as needed.)

Users who can have edit access to everything in the workspace can be shared to the workspace as editors.

Users can submit forms, and complete update requests, without any access to the sheet or workspace at all. Users who should be able to see the sheet can have view only access. They'll still be able to submit forms and complete update requests - but they won't be able to edit data when they go to the sheet.

Does that help? Again, i'm sorry i didn't explain that well earlier!

JinwonK

Thank you for your time and effort explaining. You're appreciated☺️