Dashboard Issues & Privacy

Nicole Endsley UAA

I have a master data sheet with data on it for 5 different clients. I've then created a series of reports that filter information for each client so they can view their own data without seeing everyone else's data. But I can't give them access to a report without giving them access to the source sheet. So I created a dashboard with the report. But when I share the dashboard it shows up empty for the client because they don't have access to the source sheet. So I decided to publish the dashboard. But I can't publish the dashboard and share it with a guest without an Enterprise license. An Enterprise license is not an option for us because I'm literally the only person using Smartsheet at our company and we have no budget for it.

What are some other creative ways that I can tackle this problem?

Nicole Endsley UAA

Fixed the problem. Posting incase anyone else searches this issue in the future. When setting up widgets, ensure that the viewer mode is set to "last widget editor" and it should work just fine. Then you can share the dashboard with the guest and they should be able to view the items, including reports.

jmyzk_cloudsmart_jp

Hi @Nicole Endsley UAA

The following solution, in summary, creates five sheets for each user and gets relevant values from the master sheet (So view only). Then, when a checkbox is checked in a row in one of the five sheets, the master sheet updates its checkboxes to trigger automation to let contact list users update rows with automation.

I have yet to test the solution. It is just an idea.

• Create Separate Sheets for Each Client:
  • Create five sheets (one per client) with a single column for "Row ID" or any unique ID and additional columns as needed for the data you want to display. These sheets will dynamically pull matching rows from the master sheet.

• Populate Matching Rows with Formulas:
  • In each client-specific sheet, use Smartsheet's cross-sheet formulas (such as VLOOKUP or INDEX/MATCH) to pull data from the master sheet.

• Allow Updates to the Master Sheet via Update Request Automation:
  • Add a checkbox column in each client-specific sheet. This column will be independent of the master sheet.
  • Set up an automation rule in the master sheet to send an update request to the contact in the "Contact" column when a checkbox is checked. The user can then respond to the update request to provide new values.

• Share Client-Specific Sheets:
  • Share each client-specific sheet only with the respective client. This ensures clients only see their relevant data.

Nicole Endsley UAA

Fixed the problem. Posting incase anyone else searches this issue in the future. When setting up widgets, ensure that the viewer mode is set to "last widget editor" and it should work just fine. Then you can share the dashboard with the guest and they should be able to view the items, including reports.

jmyzk_cloudsmart_jp

Hi @Nicole Endsley UAA

The following solution, in summary, creates five sheets for each user and gets relevant values from the master sheet (So view only). Then, when a checkbox is checked in a row in one of the five sheets, the master sheet updates its checkboxes to trigger automation to let contact list users update rows with automation.

I have yet to test the solution. It is just an idea.

• Create Separate Sheets for Each Client:
  • Create five sheets (one per client) with a single column for "Row ID" or any unique ID and additional columns as needed for the data you want to display. These sheets will dynamically pull matching rows from the master sheet.

• Populate Matching Rows with Formulas:
  • In each client-specific sheet, use Smartsheet's cross-sheet formulas (such as VLOOKUP or INDEX/MATCH) to pull data from the master sheet.

• Allow Updates to the Master Sheet via Update Request Automation:
  • Add a checkbox column in each client-specific sheet. This column will be independent of the master sheet.
  • Set up an automation rule in the master sheet to send an update request to the contact in the "Contact" column when a checkbox is checked. The user can then respond to the update request to provide new values.

• Share Client-Specific Sheets:
  • Share each client-specific sheet only with the respective client. This ensures clients only see their relevant data.

Nicole Endsley UAA

Oh, I like this idea! Have you done this before—creating several sheets that pull from the master sheet?

jmyzk_cloudsmart_jp

Hi @Nicole Endsley UAA

I created simple demo sheets and found the idea works.

In the Master Sheet image below, the first row was changed by the app cloudsmart by sending to the app cloudsmart an update request.

https://app.smartsheet.com/b/publish?EQBCT=1d2ba3f8382b48c6b8b1cbe2157c5076

Sample workflow

https://app.smartsheet.com/b/publish?EQBCT=fd81a2eb3e484ce1a594169cf97e401b

To send a new Update Request, a user, app cloudsmart, for example, must un-check the "Update Request" checkbox, save, check the check box, and save.

Then, app gets new update requests like this;

Below is another sheet for different user demo cloudsmart.

As shown in the above image, the demo sees only his rows defined by the fixed Sheet Summary field, Contact.