Capabilities of "Viewers" in new Model

Adrian C

My team is considering using Smartsheet, but I don't have clear information about the new "user subscription model" that was introduced in 2025. Our license will be renewed in a few months, and I understand that the "Member License" allows for editing capabilities. However, I am specifically interested in understanding the range of capabilities that a "Viewers Licensed user" has under this new model.

The Smartsheet website only provides details about the old legacy format, and in the new subscription model, it mentions that viewers will be able to edit "Dynamic View, WorkApps, Update Requests, Approval Requests, and submitting forms do not require a license." We are evaluating the range of collaboration with this new model, and it seems really limited while working with outside partners or teams. Could someone please provide more detailed information on what a "Viewers Licensed user" can and cannot do?

kowal

hi @Adrian C,

the USM is pretty straight forward. Once you are in USM model only the licensed users from your organisation will be able to edit Sheets. Unlicensed users from your organisation will have 90 days to edit the sheets and after this period they need to be downgraded by SysAdmin to viewers otherwise the license will be assigned to them and your organisation will need to pay for it. Viewers will be only able to view the sheets but not make any changes inside.

If you share your sheets with external organisations (different email address) you will have 90 days to downgrade them to Guests - so they will be able to edit the sheets. If they are not downgraded to guests in those 90 days your organisation will have to pay the license for them.

hope this helps.

Adrian C

Thank you for the information. This still doesn't answer the Viewers capabilities; however, I understand that the new model works this way. In my organization, like in most, the SysAdmin is managed by another department or group, so I will not have this control. So now I think we will have to do a constant rework of back-and-forth requests to change viewers to editors and vice versa.

Paul Newcome

Viewers will not be able to edit or otherwise interact with (beyond viewing) any asset directly. To edit an asset, they would need to have access to one of the tools listed in your original comment.

"…viewers will be able to edit "Dynamic View, WorkApps, Update Requests, Approval Requests, and submitting forms do not require a license."

That is the extent of viewer capabilities.

kowal

hi @Adrian C,

sorry for late reply as I was not tagged. As @Paul Newcome explained the viewers will be still able to fill the sheets through Request Updates, Approval Requests, DynamicView but not through sheets directly.

Adrian C

Thank you for the clarification. To summarize, "Viewer License" users can only view content and cannot edit it, whereas "Member License" users have editing capabilities. Our company holds an enterprise license, which means that for collaboration with external partners or departments, they would need to agree to purchase an edit license, as viewing is distinct from collaborating. This approach may not add significant value, as other tools offer similar functionalities at a lower cost.

Trang Turtletraxx

@Adrian C External users with Commentor or Editor permissions are Guests without being a paid Member. If an external user/Guest is shared to a core item with Admin or Owner permissions, they will be converted to a provisional Member or Member where they will be billed and charged for that external user's Member fee.

Internal users (users that share the same verified domain(s)) only have 2 options - Viewer or paid Member. If an internal user is shared to a core item with anything other than Viewer permissions, they will be converted to a provisional Member or Member.

Viewers can only view assets with Read Only capabilities, submit a form or complete an automated approval or update request (which are done via a form).

Trang Turtletraxx

@Paul Newcome @kowal I just learned from reading this post and other posts that Viewers can EDIT dynamic view reports without triggering provisional status. Are there restrictions to this? (i.e. a certain permission or control such as requiring a Smartsheet login, report has to be published, only users in our plan, etc. has to be or can't be in place for this to be true)?

kowal

hi @Trang Turtletraxx yes only interaction directly with smartsheet sheets / reports / dashboards from the same domain as organization will require license. Using RFU, DynamicView, forms etc. will not need it.

Trang Turtletraxx

@kowal I'm sorry I don't understand your response. What is RFU? In order for users to EDIT a dynamic view report and NOT trigger provisional status, do certain permissions and/or controls need to be in place or removed? Or can I (the creator of the dynamic view report and source sheet) share the link to the dynamic view report and ANY Viewer can edit that report and NOT trigger provisional status regardless of permissions or controls?

Paul Newcome

@Trang Turtletraxx As long as the only access they have to edit data is through the dynamic view, they will not be added as provisional users.

Trang Turtletraxx

@Paul Newcome Oh so as long as their ability to edit is through Dynamic view app (Share setting) and permissions are not granted in the sheet or report?

If this is true this is ingenious and a significant positive to all the negative to USM.

Paul Newcome

@Trang Turtletraxx That is correct. Dynamic View interaction is currently not being monitored by the new USM.

kowal

hi @Trang Turtletraxx ,

i can seee that @Paul Newcome made it clear so far.

RFU - request for update it's the workflow that allows to update data but does not require smartsheet license.

Same with Request for Approval - etc.