Detailed asset access report showing assets actually accessed / edited during a set timeframe

Michael Chohrach

Would like to have a way to get a list of Smartsheet assets that each user has viewed and/or edited within the last 90 (or 'xx') days? The Sheet Access report only shows the assets that each user is shared to - but it does not show you which assets they have actually accessed and/or edited. I would think this information has to be available somewhere because the user type report provides a count of the number of views, edits, comments, etc. made by each user.

Under the new user subscription model, we need to determine which of our current users we might be able to switch to Viewer licenses in order to keep our Member license count in check. The best way we can think to do that is to be able to see which specific assets users are modifying as some assets are more critical to the organization than others. So users that are only doing a small number of edits to "less important" assets would be the most logical ones to switch to Viewer licenses than those users who are editing "more important" assets.

The current Sheet Access report provides a "last modified" column but it shows the last time the asset was modified by anyone who has access. So it's the same timestamp for every user shared to the asset. If this column showed the "last modified" date for each specific shared user, that would be helpful. It would be blank if the user only has viewer permissions or has never made changes.

KyleB

We would like to see extra fields in the sheet access report to show when the sheet was last accessed, like when a user or external collaborator has last logged into and accessed that sheet.

Trang Turtletraxx

@Michael Chohrach did your account rep say the Sheet Access report was a report that should be referenced to manage your users under USM? I know the USM user type definitions say users under our plan AND SHARED an asset at certain permission levels so I generated both the Asset report and User Type report.

The problem I ran into is the discrepancies in the # of users between the 2 reports were off by HUNDREDS close to a THOUSAND. Another reason that led me to asked for a "clean" report of users in order for us to estimate the # of paid users as we approach contract renewal and transition to USM. We also want to make sure we are communicating with the users who will convert to Provisional Members so they can make plans financially or choose to downgrade or deactivate their account, communicate with and manage users with long durations of no activity, etc.

For months I argued with Smartsheet to generate one report that consolidates the User Type report (the report articles and my account rep keep directing me to) and the sheet access report that actually shows users shared to an asset and at what permission level so we can properly manage our users based on the USM definition.

I kept being referred to the User Type (now called the Seat Type) report. So I asked them to confirm in an email that the User Type report only reflects the exact user population I would see on my True up page if I were on USM today so if we suddenly got a huge bill I had it in black and white. So, I gave up on the hundreds of users that were shared an asset, on the asset report, but not on the User Type report.

I agree with your idea and in reading the details, I began to wonder if account reps are telling customers different things.

Michael Chohrach

@Trang Turtletraxx the Seat Type report is the main report for helping to manage USM. The first iteration of this report was very confusing, but based on feedback from several customers who are already on USM, it seems they have made some improvements to both the report, as well as how they determine provisional users each reconciliation cycle. Below is a portion of the email I just received last night from Smartsheet regarding the upcoming changes. I'm hopeful these changes, especially the last sentence following the bullet points, will make it a little easier to manage USM licenses going forward. And as more customers transition to the USM model, I'm encouraged that Smartsheet will continue to listen to customer feedback to make additional improvements.

We have made multiple improvements to the Smartsheet platform that make it easier to manage, including:

Showing Active Users: We’ve updated the definition of what it means to be a Provisional Member in your domain to individuals who have taken a proactive action, such as commented, edited, or created an asset in the last 90 days. Viewers and Guests are always free. Learn more. Enhanced System Admin Experience: We have made it easier to see who’s converting to a paid Member this cycle, so you can quickly identify which users to review with a new Billing column. Learn more. Faster Seat Management: We increased the capacity to do bulk seat downgrades from 20 to 200 users to enable scaled management. Learn more.

Finally, we are working on capabilities for added administrative control that automatically converts Provisional Members to Viewers unless approved by a System Admin