How can I find reports for another group?

DMurphy

I have been asked by another group I work with to help with out with a SmartSheets problem since I am currently the one that works with it the most here. They have a process set up from a previous (and much more knowledgeable) user that is supposed to provide them with monthly reports on what each of their teams has done. From the screenshots I've seen, it looks like they were set up to use a Workflow to do the "Notify Someone" action and includes a handful of cells to show the counts associated with each team member and some other statistics. I've looked at a handful of the sheets, including the one that comes up when you click the link on the email they are sent, and don't see any Workflows built into the sheet's themselves and there are hundreds of sheets it is supposed to be pulling data from so it would be inefficient to have those Workflows be built into the sheets. I've exhausted everything I can do with my current access and the only thing left that I can think of is that they set up the reporting processes in Control Center. In order to continue doing research and assisting them, what needs to be done?

Off the top of my head, would giving me Admin access to their Workspaces let me possibly see these Workflows in Control Center? Is Control Center permissions different to Workspace permissions? Is there a whole different answer to this that a novice like me doesn't know the question to? Any help would be appreciated.

jmyzk_cloudsmart_jp

Hi @DMurphy

Your question highlights several key aspects of the Smartsheet Control Center (SCC) and its relationship to workspace permissions, automation, and centralized reporting.

Workspace Admin Access Does Not Grant SCC Access
Smartsheet Control Center (SCC) operates independently of workspace permissions. Having admin access to a workspace allows you to manage the sheets, reports, and dashboards within that workspace, but it does not grant access to SCC or its blueprint settings.

• Blueprint Configuration Access:
  SCC blueprint settings are managed separately and require specific Admin or Lead permissions within SCC. Even if you're a workspace admin, you won’t be able to view or modify the workflows, reporting processes, or automation setup at the SCC blueprint level without these permissions.
• What You Can Do with Workspace Admin Access:
  While workspace admin access enables you to control sharing, permissions, and access to individual assets, it won’t help if the reporting process is centralized in the SCC blueprint.

Impact of Project-Level Workspaces and Sharing

• New Workspace for Each Project:
  Suppose SCC is configured to store each project in a new workspace (via the "New Workspace for Each Project" option), and project-level sharing is managed through profile data customization. In that case, users will receive workspace-level access to individual projects.
• Blueprint Folder Determines Structure:
  However, the blueprint stored in the blueprint folder, not the project-level workspace, ultimately determines a project's structure and functionality (e.g., workflows, reporting, and summary rollups).
  • If the workspace you are trying to gain access to is a project-level workspace (not the blueprint folder workspace), it will not grant access to modify or understand the overarching structure of the SCC setup.
  • Access to the blueprint folder is essential for investigating and modifying the reporting or automation process.

Pulling Data from Hundreds of Sheets
The process of generating monthly reports across hundreds of sheets suggests that the Control Center’s Summary Rollup or Blueprint Summary functionality is being used rather than individual sheet-level workflows.

• Control Center Summary Rollup:
  This SCC feature aggregates data across all projects created from a blueprint and rolls it up into a centralized sheet. It’s ideal for managing summary metrics like counts, statistics, or team-specific KPIs, which match your described outputs.
• Why This Matters:
  If the reporting is managed through SCC Summary Rollups, any changes, modifications, or troubleshooting must be done at the SCC blueprint level. This requires:
  • Admin or Lead permissions in SCC to view or edit the blueprint settings.
  • Access to the Blueprint Folder containing the underlying sheets, reports, and assets.

Examining Automation in Sheets
Even with limited access (e.g., Viewer permission) to a sheet, you can still investigate workflows by copying the sheet.

• Steps to Examine Workflows:
  1. Copy the sheet where the automation might be configured.
  2. Open the copied sheet. As the owner, you'll have complete control and can examine all automation workflows in the original.
  3. Check for any workflows, such as "Notify Someone," that could be responsible for sending the reports.
• Limitations of This Approach:
  While this allows you to examine individual sheet-level workflows, it won’t reveal the automation managed at the SCC blueprint level.

Recommendations
To continue assisting the group effectively, follow these steps:

1. Collaborate with an SCC Admin or Lead:
   Contact someone with SCC Admin or Lead permissions to review the blueprint settings. They can verify if the automation or reporting processes are configured at the blueprint level using Summary Rollup or Blueprint Summary functionality.
2. Request SCC Access (if necessary):
   If your role requires direct access to the blueprint settings, request temporary SCC Admin or Lead permissions or work with the current admins to troubleshoot.
3. Investigate Sheet-Level Automation:
   Use the sheet copying method described above to confirm if any workflows are present in individual sheets.

Summary

• Workspace admin access cannot grant visibility or control over SCC blueprint settings.
• Pulling data from hundreds of sheets is most likely done through Control Center Summary Rollup or Blueprint Summary functionality, not sheet-level workflows.
• Users may get project-level workspace access if SCC configures to create a new workspace for each project. However, the project’s structure and reporting rely on the blueprint stored in the blueprint folder, not the project-level workspace.
• You’ll need SCC Admin or Lead permissions and access to the blueprint folder to modify or troubleshoot such a setup.
• You can investigate sheet-level workflows by copying sheets, but centralized processes require SCC access and collaboration with existing SCC Admins or Leads.