Switching Users to Viewers

Cheree Peterson

We have been working hard to clean up our users before our renewal when the subscription model will take effect. We have moved ALL users (except for our 3 core users) to Viewers and do not plan to get them licenses since they interact so sparingly - it is not cost effective for us. When I run the Sheet Access report - it shows that everything they are shared to they are listed only as a viewer. We thought we were done and accomplished our task.

However, when I run the User Type Report from the Admin Home Page - apparently this is where they will determine provisional users - it shows all of them as having Editor or Admin permissions on several sheets. How do I see where the User Type Report is pulling these access levels from because Sheet Access report does not show that they have greater than Viewer permissions on any sheet.

Cheree Peterson

I have attached a screenshot of the 6 users that the User Type report shows that they have Editor/Admin permissions. However, when I run a Sheet Access report for each individual - or the entire organization - there are NO sheets, dashboards or reports for them that don't say Viewer. For the first one in yellow - his user sheet access report shows 51 items but all 51 are listed as Viewer. Why do these reports not match each other and where is the User Type Report pulling this information from?

Genevieve P.

Hi @Cheree Peterson

Well-done for cleaning up your list! I understand that after changing many users to Viewer, the User Type Report is still showing assets shared at higher levels. If you were working with permissions all in the same day, then it's likely that this Report just hasn't been updated yet.

The User Type Report is only updated once-per-day, so if you make changes in your sheet sharing today, the Report may only show these changes the next day.

See the note at the bottom of this Help Article: https://help.smartsheet.com/articles/2483201/User-type-report

I know it's been a few days since you posted this question, so your User Type Report should now be updated! If it's still showing incorrect sharing permissions compared to your Sheet Access Report, then please contact Smartsheet Support with the same screen captures above along with the Email Addresses of each of these individuals.

Thanks,
Genevieve