How to to share a user to the report so info can be updated and changed in the underlying Smartsheet
Answers
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@Paul Newcome I appreciate you offering up the idea to use a report in this scenario. I've got a similar situation, but my challenge is that to share a user to the report so info can be updated and changed in the underlying Smartsheet, I also have to have them shared to the Smartsheet. Here's my use case:
I have a master action register with tasks from many projects, but I've assigned one of licenses to our marketing agency for one particular project. I've created a report that filters out everything that's not in the marketing category so they are only seeing tasks that are relevant to them. I see that if I assign them an editor role on the report, they won't be able to change the filters and see other info from the action register that is none of their business, but if in order for that to work, they ALSO have to be shared as an editor to the source sheet (master action register), then I'm back to them seeing info about other projects that are not relevant for them.
Any ideas for workarounds?
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@ljgrissom This is a perfect use case for the premium add-on Dynamic View.
The other option can be a bit cumbersome, but you could create the report and put it on a dashboard which will allow users to see the data by viewing the dashbaord.
You would then have a second sheet with a form that allows users to indicate which task they want to update. Formulas with cross sheet references on the first sheet referencing the form sheet would bring the most recent update over.
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@Paul Newcome So I've been looking into that and came to the same conclusion that dynamic view was the solution, however, I've having tons of trouble with it. Setting it up is easy enough, but the sharing part is giving me serious grief. I've added a shared user, but nowhere can they see the view and I can't find anywhere that there is a URL link to share it. Even tried copying the URL from the browser bar. I noticed that my view says evaluation mode in the top right corner, as this is the first time I've ever tried to use dynamic views. Is this possibly a limitation of evaluation mode? I have a Business account, so do I just need to purchase dynamic view separately?
Other thought: I've created a dynamic view from a report. I own the report, but the report is created from a source sheet owned by a client. I'm an admin on the source sheet, but not the owner. Can this be a contributing factor?
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I have not tried it in eval mode. That may be the issue. It is a premium add-on, so it does cost extra if it is not already added to your account.
