Security Question

tscalese

Hi,

I'm relatively new to SmartSheet so I was hoping I could get some input from the experts. I have a consulting business and use SmartSheet for various things from project plan mgmt to status reporting. I am trying to understand the security model better. I have reviewed different articles from the knowledge base but I'm still not clear so any help is greatly appreciated.

What I am trying to figure out is what is the "right" way to share SS assets with customers? My set up is that each customer has a workspace. Within the workspace, I deployed a folder from my library of assets - project plan template, dashboard, etc. Right now I have been simply right clicking on the folder within the workspace and adding each user as a commenter. While this has worked, I don't know if this is the best method.

I have explored groups as well as importing users but I don't know if importing users creates a user that is akin to an editor and would therefore be counted against my license.

Can anyone share some direction about the best way to define external users that need just view & comment rights to a particular workspace?

Many thanks!

Andrée Starå

https://community.smartsheet.com/discussion/139708/security-question

Hi,

I hope you're well and safe!

Are you on the new user subscription model or the legacy model? Which Smartsheet Plan do you have?

I hope that helps!

Be safe, and have a fantastic day!

Best,

Andrée Starå | Smartsheet Expert Consultant & Partner / CEO @ WORK BOLD

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tscalese

I believe it is the subscription model. I can have up to X editors and it is reviewed on a quarterly basis. Does that help?

Andrée Starå

https://community.smartsheet.com/discussion/comment/485450#Comment_485450

Yes, and what plan do you have? Pro, Business, or Enterprise?

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tscalese

Looked at my order form. I have Business

tscalese

Following up. Any thoughts from the community?

Kerry St. Thomas

There's really no perfect answer to your question. If you intend to hand over the assets to someone else to maintain, you'll need to share. If not, you can use publish functionality. If you want to scale (such that you use cross-sheet references to things like, for example, a calendar table), you'd need to ask where that table exists - and what impact, if any, it would have if you used that table with more than one client. Do your clients have Smartsheet accounts of their own, or is that a service you provide as a pass-through? How could you leverage WorkApps as an option?

Each of these questions - and more - is going to determine the "best for you" answer. In MY case for example, I work in an enterprise plan on the legacy model; my end users are PRIMARILY internal to my company, with the occasional external client reach… so I publish dashboards for easy distribution and create purpose-built WorkApps because those work for my business cases.

tscalese

Hi Kerry,

Thank you for taking the time to engage. Most of my customers do not have SmartSheet. My intended use is to share with them for view and comment purposes only. My package has a number of sheets, including a project plan, and a dashboard that sources from the different sheets. Each week I update the project plan, financials, status, and open tasks. I send a link to the dashboard but I would like them to be able to see the sheets and add comments as needed.

Does that help?