What's the best practice to manage free collaborators before transitioning to New Subscription Model

Vivien Chong

As we transition to the New Subscription Model, I noticed from the user report that many free collaborators who have left the company still have access to some Smartsheet items.

To get a clearer view of the actual number of active users, I’d like to clean up collaborator access. Would this be the best approach?

1. Download the Access Report to review users with access to Smartsheet items.
2. Add free collaborators to the account without assigning a license.
3. Remove sharing access for those who are no longer with the company.

Appreciate your guidance. Thanks!

Michelle Choate 2

That is exactly the approach I would take!

Michelle Choate 2

That is exactly the approach I would take!

Vivien Chong

@Michelle Choate 2 Hi Michelle, thanks for your response.

If there are more than 100 free collaborators that I need to update to the User Management in order to remove their access to shared items, do we have to remove sharing access one by one?

I tried to search for bulk action but it seems that there's only bulk action to update users or their roles.

Any best practice would be helpful.

Michelle Choate 2

@Vivien Chong - Unfortunately yes, you have to do them one by one. It sucks and it will probably take you an hour. Luckily once you are done, so long as your company is not hiring like crazy - you will not have to do this again.