Requesting Proofing from non-licensed users

vlopez47

I need to use the proofing function to send approvals to users who do not have a Smartsheet license. When I tested this feature out with someone who did not have a license, they tried to access the proof, but Smartsheet directed them to the log in screen instead. The person requested a code from Smartsheet which then enabled them to view the proof. How long does Smartsheet allow for the person to have access to review proofs? I need non-licensed individuals to review proofs on a consistent and perpetual basis and the security measures don't seem to allow that without requesting a Smartsheet code.

Ray Lindstrom

@vlopez47,

When they clicked for an account, they get 30 days free where they can create, own, and edit files. After that, their account defaults to free, and they can no longer create or own sheets.

There's no way around having a user review proofs and/or sign off on them without them having an account to access the Smartsheet files and data therein.

All the best,
-Ray

Ray Lindstrom

I believe the closest a non-user account (free or paid license) holder can come to adding data to any sheet is via an Update Request which does not help with proofing.

vlopez47

That's misleading as one of the benefits quoted for using the tool is proofers don't need a Smartsheet license to proof documents. Does it make a difference that proofers are within my organization and will never need to access, create or own any sheets in Smartsheet? They will only access the proofing panel and write feedback and click approve or request changes. How will the update request work compared to proofing?

Ray Lindstrom

I may have misspoke then. After further review, a license should not be required. Feel free to mark every comment on this thread as not being the answer, so your post can return to the Unanswered Questions queue for further review by other members who may be better suited to help with this particular question.

All the best,
-Ray

vlopez47

Thanks, Ray! How can I get help on this particular problem then?

Ray Lindstrom

Mark all comments on this thread (including your own) as not being the answer. That will send your question back into the queue that community members work through to help others.

vlopez47

Ray, how do I do mark it as not being the answer. I only see Flag (report/spam), insightful, vote up and awesome as options?