Smartsheet Product Feedback & Ideas

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Folder-level permissions

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Comments

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    The inability to manage access on a folder level changed our PPM deployment via Control Center. Control Center provides support with auto-provisioning, however our industry requires highly regulated access control on a project level. As an example, we have a Client, and then multiple Projects with that Client. A select set of users should only have access to a Project, not necessarily the Client.

    Without folder-level sharing permissions, we had to take an all-or-none approach on a Workspace level - meaning a Workspace represents a Project. This limitation is going to lead to a significant flood of Workspaces in our enterprise portfolio. If we had folder-level sharing, we could have managed Clients at a Workspace level, Projects at a folder level.

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    It would be a very useful and fundamental enhancement to be able to share a Folder Only instead of having to share the entire Workspace.

    Lots of community subscribers have requested this for several years. It would be a great and very badly needed enhancement

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    This discussion's status has recently changed to "available now", but it does not seem to be a feature to share only folders yet. Was this a mistake? This feature is definitely needed!

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    Hi @Genevieve P.

    I see that Collections has been enabled as a means of enabling 'folder' permissions, and a guide I've found explains it can be achieved by adding from the Workspace menu. In the example the icon sits below the + symbol.

    I'm on Enterprise in Australia and have no such icon on the desktop app, although it appears in the browser version. However, the choice to add a Collections is still conspicuous by its absence.

    Does Australia still not have access to this function? And why is the app experience different to the browser?

    Apologies for asking you directly, yours was the first name that came to mind.

    Thanks,

    Paul

    Paul Reeves. MBA, LSSBB

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    I would love it if Smartsheet can implement a feature to share a folder only and not only the ability to share workspace/specific sheet.

  • Currently, we cannot share a single folder within a workspace. We need to be able to create a workspace and then be able to share specific folders within those workspaces with specific individuals so that they can only see their own folders and not the folders of others.

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    edited 11/19/24

    i think about this daily

  • Hello community, we heard your feedback on the need for folder-level sharing in Smartsheet Workspaces. We're excited to announce that Smartsheet has introduced Collections, a new feature that will help you share only a portion of your workspace!

    What Are Collections?

    Collections allow you to group specific Smartsheet items—sheets, reports, dashboards, forms, and even external content (like Google docs and Youtube.com links)—and share them with others without giving them access to the entire workspace. Collections are available to Enterprise customers on the new membership plan type.

    How Collections Help You:

    • Granular Sharing: Share only the relevant content with the right people, enhancing security and reducing confusion.
    • Simplified Permissions: Manage access rights at the collection level instead of individual items or the whole Workspace.
    • Unified Access: Organize all project-related content in one place, making it easier for collaborators to find what they need without navigating multiple folders or workspaces.

    Get Started (see our help articles to learn how to use collections):

    1. Create a Collection: workspace admins can create a new collection within a workspace.
    2. Add Relevant Items: Include the necessary sheets, reports, and external files.
    3. Share the Collection: Share it with your team members, assigning appropriate permissions.

    We're confident that collections will streamline your workflows and enhance collaboration within your workspaces. Please give it a try, and let us know of your thoughts!

    Best regards,

    John Hieger

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    I still don't have access to Collections but I don't see documentation on adding folders, only specific items.

    Can folders be added to collections so that anything new added to that folder is automatically shared with people who have access to the collection?

  • ✭✭

    I don't see how Collections are a solution to the specific request for folder-level permissions. Collections are limited to Enterprise plans only, and the grouped set of items is not the same as a folder. This critical functionality has been requested for years both in this discussion and in other community threads, so it's disappointing that it still has not been adequately addressed.

  • I just read through 9 pages of a thread starting in 2022 asking for Folder-level permissions in hopes of finding a way to provide access to users. Only to see that it was added in November by creating Collections but it is another 'add-on' based on our subscription? This is a basic security role need. It wouldn't take Smartsheets very long to figure out the coding, put it in place and allow their already large subscription base to be extremly happy with an extremly important functionality required and available on most other softwares straight out of the box.

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    "available for Enterprise plans on the User Subscription Model"

    That's why I can't see it… Can't wait for our subscription model to change, so I can see this as well as other enhancements such as customizable dashboard themes.

  • SmartPMO did save time on the project. The project is enjoying the early tears of setup. The only issue is getting used to some of the dependency features and the formulas. The client has experience with it, so it was an easy sell for them. We did create an additional workspace to simplify the look. We wish that there was feature to apply sharing by folders not by file or workspace. Creating a net new workspace simplified the sharing responsibilities significantly.

  • Hello Smartsheet. The Collections addition seems like a fine solution and looks to resolve the folder sharing issue that, for 3 documented years, has been asked about. It is disappointing that Smartsheet didn't offer this to customers with a Business Plan. My struggle is in selling my company leaders on double the license cost for a few extra features. I'm working on proving the ROI for the Enterprise plan AND adding Resource Manager AND Dynamic View AND Control Center. I'm new to Smartsheet and am thankful for this community and the resources available. If anyone has advice on proving ROI, I'm all ears.

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    rick mortellaro | project director | bha technologies | www.bhatech.com

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