Folder-level permissions

OGonzalezSLC

One major consideration (once launched) would be to ensure there is a way to view who has access to the various folders owned by you. Often there are complex projects which include a number of sub-teams and sub-committess that are not privy to all of the information. However as matrixed teams change and are fluid, it's important to have a "finger on the pulse" of who has access and how to quickly adjust permissions.

cmr.enggroup

The ability of sharing individual folders within a workspace is essential. without this, the list of workspaces becomes over complicated.

MLM1978

When we provide access to folders it automatically provides access to entire workspace. It will be good if we can have the folder access separate which will give automatic access to all reports and sheets underneath the folder. But folder access should not automatically give access to the workspace.

Katy Santiago

@Genevieve P. is there anyway to have this considered for review/prioritization or have a SmartSheet product contact give an update here? Thanks!

This is such a challenge and results in not being able to give people access to items that would greatly improve the efficiency of their workday or going through a cumbersome administration process.

KRay

Dear Smartsheet,

Do you have any updates on this request? It was posted several years ago and users are still struggling! You have such an amazing product but folder level permissions really does need some attention. Thank you!

Sara Kouba

I would love to see folder level sharing implemented. This would be a massive help in cleaning up and streamlining things in Smartsheet.

Chris Walker

The inability to manage access on a folder level changed our PPM deployment via Control Center. Control Center provides support with auto-provisioning, however our industry requires highly regulated access control on a project level. As an example, we have a Client, and then multiple Projects with that Client. A select set of users should only have access to a Project, not necessarily the Client.

Without folder-level sharing permissions, we had to take an all-or-none approach on a Workspace level - meaning a Workspace represents a Project. This limitation is going to lead to a significant flood of Workspaces in our enterprise portfolio. If we had folder-level sharing, we could have managed Clients at a Workspace level, Projects at a folder level.

Paul Johnson1

It would be a very useful and fundamental enhancement to be able to share a Folder Only instead of having to share the entire Workspace.

Lots of community subscribers have requested this for several years. It would be a great and very badly needed enhancement

Dayna

This discussion's status has recently changed to "available now", but it does not seem to be a feature to share only folders yet. Was this a mistake? This feature is definitely needed!

PM_Reeves

Hi @Genevieve P.

I see that Collections has been enabled as a means of enabling 'folder' permissions, and a guide I've found explains it can be achieved by adding from the Workspace menu. In the example the icon sits below the + symbol.

I'm on Enterprise in Australia and have no such icon on the desktop app, although it appears in the browser version. However, the choice to add a Collections is still conspicuous by its absence.

Does Australia still not have access to this function? And why is the app experience different to the browser?

Apologies for asking you directly, yours was the first name that came to mind.

Thanks,

Paul

HKHALO

I would love it if Smartsheet can implement a feature to share a folder only and not only the ability to share workspace/specific sheet.

dnewberry

Currently, we cannot share a single folder within a workspace. We need to be able to create a workspace and then be able to share specific folders within those workspaces with specific individuals so that they can only see their own folders and not the folders of others.

abbyc.hg

i think about this daily

John Hieger

Hello community, we heard your feedback on the need for folder-level sharing in Smartsheet Workspaces. We're excited to announce that Smartsheet has introduced Collections, a new feature that will help you share only a portion of your workspace!

What Are Collections?

Collections allow you to group specific Smartsheet items—sheets, reports, dashboards, forms, and even external content (like Google docs and Youtube.com links)—and share them with others without giving them access to the entire workspace. Collections are available to Enterprise customers on the new membership plan type.

How Collections Help You:

• Granular Sharing: Share only the relevant content with the right people, enhancing security and reducing confusion.
• Simplified Permissions: Manage access rights at the collection level instead of individual items or the whole Workspace.
• Unified Access: Organize all project-related content in one place, making it easier for collaborators to find what they need without navigating multiple folders or workspaces.

Get Started (see our help articles to learn how to use collections):

1. Create a Collection: workspace admins can create a new collection within a workspace.
2. Add Relevant Items: Include the necessary sheets, reports, and external files.
3. Share the Collection: Share it with your team members, assigning appropriate permissions.

We're confident that collections will streamline your workflows and enhance collaboration within your workspaces. Please give it a try, and let us know of your thoughts!

Best regards,

John Hieger

Chris_C

https://community.smartsheet.com/discussion/comment/463642#Comment_463642

I still don't have access to Collections but I don't see documentation on adding folders, only specific items.

Can folders be added to collections so that anything new added to that folder is automatically shared with people who have access to the collection?