Admins: How do you keep everything ORGANIZED?

NeilKY

We're a city government with a couple hundred users using Smartsheet right now and I'm having a hard time keeping track of all the files that are out there. We're about to roll-out to 1,500 users so the mess will multiply by at least 7. The mess I can't keep up with is:

1. Workspaces: There's no way to filter the list, tag workspaces, or sort the list. There's just no way to organize them in general unless you use naming conventions but those cannot be enforced.
2. Add-ons (Datashuttle, DataMesh, Workapps, etc. There's no way to categorize, tag, sort, add to folders for these either. I"m even having trouble figuring out which integrations work with which sheets.

Solutions:

A. There needs to be a way added so that as admins we can View, filter, sort which sheets each created plugin integration links to quickly and easily.

B. We need an easy way to identify which integrations have broken links easily.

C. We need a way to filter, tag, sort, and enforce naming conventions on workspaces.

My question: How have you all been dealing with this mess when there's no way to truly organize it?

Paul Newcome

That is unfortunately the only way to really manage it. Ensuring that creators have bene trained on and are following company standards. Managing that training and enforcement is easier in a small group.

Paul Newcome

We always suggest limiting (as much as possible) how many users are able to create and manage assets and then training with that limited number of people is paramount. In reality, the majority of users typically only need to be able to edit some details on a sheet or submit a form. They don't need to be able to create their own assets.

If they feel that they do, you can have some sort of request process put in place to evaluate their needs and see if it is something someone in an admin role can create for them or if they really do need to be able to create their own assets. If it turns out that they need the ability to create, they need to go through some training or are provided some guideline documentation on structure and naming conventions and whatnot.

NeilKY

Doesn't that create far more work in the long run? We want the users to embrace smartsheet and create solutions that us admins can copy, not the other way around :)

Paul Newcome

That is unfortunately the only way to really manage it. Ensuring that creators have bene trained on and are following company standards. Managing that training and enforcement is easier in a small group.

NeilKY

Thanks Paul!

Does anyone else have tips or tricks for this?