Limiting Visibility of WorkApps
I have created a number of WorkApps each related to a different project. This solution is perfect other than if I create a Group of people that should all have the same access to their specific projects, but not access to all projects. I am trying to get away from having to manage permissions full time. Is there a way to give a group of people the same permission levels, but not have all the WorkApps be visible to them? I want them to access the WorkApp only through a provided link on a dashboard, not simply by going into WorkApps and accessing every project.
Answers
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No - For them to be able to see/work on the WorkApp thru a dashboard, they will need access. Which means they could go to WorkApps at any time. If you have a dashboard that just contains all the links to all of the WorkApps, if they click on a link to a WorkApp they are not shared to, it will take them to a page that says "You are not shared to this Smartsheet item. Request Access." Does this all make sense?
Michelle Choate
michelle.choate@outlook.com
Always happy to walk through any project you need help with! Book time with me here: https://calendly.com/michelle-choate
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Hi @VBAGuru!
There’s an existing capability in WorkApps that might fit your needs: adding roles. By creating roles, you can control which pages specific groups of people can view and edit within the app. This allows you to efficiently manage permissions and limit visibility to only the relevant parts of a WorkApp. To get started, you can learn more in the Add Roles to a WorkApp article.
For your second request: Once you configure the roles, you can publish the app, add collaborators to each role, and share the app via a link. People can access the app from Smartsheet, mobile, or the app link. For detailed steps, see the Publish Your WorkApp article.
I hope this helps!
Cheers,
Isaac.Need more information? 👀 |Help and Learning Center
こんにちは (Konnichiwa), Hallo, Hola, Bonjour, Olá, Ciao! 👋 |Global Discussions -
I am already using the Roles, what I am trying to get away from is manually managing permissions for 100+ people on 50+ plus projects. Everyone falls into one of three groups with the same permissions as others in the group. What is different is which projects they can access. Manually managing access involves a lot of time that shouldn't need to be spent. I guess I need to submit an enhancement request for a simple solution of 'Hide from non-Owner/Admin on Home/WorkApp screen'. I am not a big fan of information security revolving around using the word "don't" or hiring someone to do what is built into most programs.
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