Workspace Access member list

JinwonK

Hello, sometime ago I stumbled into, able to download Workspace members list.

What is the best way to remember extract? it seems browsing certain way to the location.

It contains columns of: " … Shared To, Permission, Group Name, LastModified (UTC).

Q1 Group Name = So I can create group? That's great idea… I can look by/ per group?

Q2 How to create Group? Within group folks can have different permission?

Q3 Best practice, beware of maintaining 'Group' permissions?

Thank you, Jinwon

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Accepted answers

Isaac A.

Hi @JinwonK!

For the first part, it sounds like you might be referring to the Sheet Access Report. This report shows who has access to items in your account, their permission levels, and the last time they accessed something, very useful for audits!

To generate this report:

Sign in to Admin Center
Go to Users and Groups > User Roles and Reports
Select More Actions > Sheet Access
Check your email for the report

More info here: Sheet access and published items reports

As for your group-related questions:

Yes, you can create Groups if you’re a Group Admin or System Admin. If you're not, you’ll want to ask your System Admin for access.
Once created, Groups can be used to quickly share items or send alerts—all members will be included when you use the Group name.
Everyone in the Group will receive the same permission level you choose when sharing an item.

To create a group:
- Go to Admin Center
- Go to Users and Groups > User Roles and Reports Click Create Group
- Add a name and members, then hit Create

You can learn more about Groups here: Manage Smartsheet contact groups

Hope this helps! Let me know if you have more questions.

Cheers,
Isaac.

All comments

Isaac A.

Hi @JinwonK!

To generate this report:

Sign in to Admin Center
Go to Users and Groups > User Roles and Reports
Select More Actions > Sheet Access
Check your email for the report

More info here: Sheet access and published items reports

As for your group-related questions:

Yes, you can create Groups if you’re a Group Admin or System Admin. If you're not, you’ll want to ask your System Admin for access.
Once created, Groups can be used to quickly share items or send alerts—all members will be included when you use the Group name.
Everyone in the Group will receive the same permission level you choose when sharing an item.

To create a group:
- Go to Admin Center
- Go to Users and Groups > User Roles and Reports Click Create Group
- Add a name and members, then hit Create

You can learn more about Groups here: Manage Smartsheet contact groups

Hope this helps! Let me know if you have more questions.

Cheers,
Isaac.

JinwonK

Hi Isaac! YES, I think I found creating Shet Access Report. Via Browse -> Workspace, choose sheet. I see Action at the top left → dropdown menu.

I didn't know how to Sign In to Admin Center (Step 1 and 2).

I went thru Account info bottom left Person logo… And I saw whole bunch group listing, just a snip below.

Q1: Assumably, is this location I can create Group?

Q2: How to find out which group I am in?

Thanks Issac.

Isaac A.

Hi again @JinwonK!

You're absolutely right! The page you're on is exactly where you can create a group. Nice work finding that!

Regarding your second question, while you can sort Groups by name on the Group Management page by clicking the arrow next to the "Group Name" column, it's currently not possible to directly search for the groups you’re part of or own. That said, I came across an existing product idea that suggests adding this functionality. Feel free to add your vote here to support it:

👉 Update Group Management Search Options

I hope this helps! Let me know if you have more questions.

Cheers,
Isaac.

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