Deleting a User from multiple sheets

I have invited a user to a number of my smartsheets. They are leaving the company and I would like to remove them from all of the sheets they have been invited too however, when I go to the User Management section and search for them they don't show up. There are actually a few people I am noticing that don't show up. How do I find them and remove them without having to go in and looks at every single sheet?

Answers

  • Georgie
    Georgie Employee

    Hi @LindaCarlucci,

    Best practice is to deactivate users when they’re leaving your company, as this means they can no longer log in to Smartsheet using that email address - their access is completely revoked. Take a look here for more information: Remove, deactivate, or reactivate users.

    When you’re in User Management in the Admin Center, is the user list set to “Show All Users” (as seen below)?

    If it is, that list will show all Active, Pending (those who haven’t accepted invitations), and Declined users (those who have declined invitations), but it won’t show Deactivated users. Is it possible that another System Admin in your account could have already deactivated the users you’re looking for? You can search the list of deactivated users by clicking the arrow next to “Show All Users” and selecting “Deactivated”.

    Hope that helps!

    Georgie

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  • i do have it set to all users and also checked deactivated users and this person doesn't show up in either. i was able to remove them from the single sheet i know they have access too but i'm not sure how to find out what other sheets they are connected to. any other ideas on how i can bulk remove them is greatly appreciated.

  • Georgie
    Georgie Employee

    Hi @LindaCarlucci,

    It sounds like the users you’re looking for are external collaborators and not part of your Smartsheet account - this would explain why they don’t show up in user management. 

    System Admins are able to download a Sheet Access Report which will identify every item in the plan and all email addresses that are shared to that item. You can then go into each item or workspace the user(s) is/are shared to and remove their sharing permission for that item. 

    There’s currently no way in Smartsheet to revoke sharing in bulk for external users. However, you may be able to use the API to achieve this (see this related thread). 

    I also found a similar idea post here: 

    Please add your vote to this idea if it matches your request. You’ll then receive updates when the status of the idea changes! 

    Thanks,

    Georgie

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  • That's what i have been doing. Thank you.