Smartsheet Control Center - Blueprint Summary / Best Practices for Access

vzarzycki

Hi - I had a question about a new field I noticed inside Smartsheet Control Center on the Customize Profile Data tab. This is the tab where you specify how the profile fields should be populated. I noticed a new field 'PERMISSION' in the box that I didn't see previously (bottom right corner of screenshot below). Is that a new field? If so, can anyone tell me what it drives or how to think about it?

I was hoping this would solve for my scenario, but it didn't work as expected so wanted to ask about it. The scenario I wanted to solve for is that we would like for the person identified as the Program Manager to have ADMIN access to the folder for the provisioned project (not the workspace ideally). Today, we set it up so that the full population of program managers has ADMIN access at the Workspace level, but that means that those users all get the access request notifications and have the ability to edit projects that don't belong to them.

Is there a best practice for setting up Control Center permissions? We want the Program Manager to be able to edit the Dashboard if needed. Thank you!!

Georgie

Hi @vzarzycki,

The ‘permission’ option on the “Customize Profile Data” page is available on Contact List columns, and is for sharing specific templates with the selected permission where the field has the profile data populated.

In order to ensure that Project Managers are shared to project folders with Admin permissions, it would be best if they were specified as Admin on the last page of the blueprint in “Permissions and Sharing”. However, this will depend on how projects are set up to be provisioned in the blueprint - if they’re set up to be created in a new workspace, the specified user(s) would be Admin(s) of that new workspace, but if projects are set up to be created within an existing workspace, the user(s) would be Admin(s) of the project folder. 

Please also note that the changes would be in place for projects provisioned going forward - to change the permissions of projects already provisioned, you’d need to manually share the project items with the desired users.

More information can be found here: Smartsheet Control Center: Create a blueprint. 

Hope that helps!

Georgie

vzarzycki

Georgie

Mar 17, 2025

Hi @vzarzycki,

The ‘permission’ option on the “Customize Profile Data” page is available on Contact List columns, and is for sharing specific templates with the selected permission where the field has the profile data populated.

In order to ensure that Project Managers are shared to project folders with Admin permissions, it would be best if they were specified as Admin on the last page of the blueprint in “Permissions and Sharing”. However, this will depend on how projects are set up to be provisioned in the blueprint - if they’re set up to be created in a new workspace, the specified user(s) would be Admin(s) of that new workspace, but if projects are set up to be created within an existing workspace, the user(s) would be Admin(s) of the project folder. 

Please also note that the changes would be in place for projects provisioned going forward - to change the permissions of projects already provisioned, you’d need to manually share the project items with the desired users.

More information can be found here: Smartsheet Control Center: Create a blueprint. 

Hope that helps!

Georgie

Hi @Georgie - thanks for replying! I am using a preselected workspace and ideally each of the people listed as the Program Manager in the Intake form would be provided ADMIN access to the newly created folder for the provisioned project. On the last page of the BluePrint creation process, I was envisioning being able to select 'Program Manager' which would be the person listed as the Program Manager on the intake form; however, this field looks like it only has named users/groups - not any of the roles/contact fields collected. Is it not possible to set this up that way?

Originally we had provided all potential program manager users admin access to the preselected workspace so that they could edit their respective dashboards; however, they were all then getting the requests for access so that is what I was hoping to avoid.

Any suggestions?? Thanks again for your help!

Georgie

Hi @vzarzycki,

That’s right, on the Permissions and Sharing page of the Blueprint settings, you’ll only be able to specify users/groups specified in the intake Profile Data - this is configured as part of the Customize Profile Data screen. 

However, as it sounds like there will be different Project Managers on different projects, a better solution would be to use Portfolio Workapps (available on the Smartsheet Advance package), as this would allow you to provide centralized access to projects for team members and stakeholders.

You can find more information on Portfolio Workapps below:

• Build WorkApps with Smartsheet Control Center
• Portfolio WorkApps troubleshooting FAQ

Hope that helps!

Georgie