Dynamic View - Can unlicensed users access and update using Dynamic View?

I have a use case where we have a list of customers outside of the company who are requesting access to a specific Smartsheet and update a "Notes" column. There are over a 100 external users who need this access, so issuing a license for each is not an option because of costs.

Is it possible to provide access to non-licensed (free) Smartsheet IDs that require the user to authenticate and then access Dynamic View and update a Smartsheet Notes column?

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Accepted answers

Andrée Starå

https://community.smartsheet.com/discussion/142397/dynamic-view-can-unlicensed-users-access-and-update-using-dynamic-view

Hi,

I hope you're well and safe!

Yes, you can give them access for free as long as they have a company domain that isn't connected to yours, and they must have a Smartsheet account so Smartsheet and Dynamic View know what to show.

You can share with a group containing all users, add the users one by one, or share with their different domains.

Combine it with the Current User feature, and you ensure they can only see what's assigned to them (if that's the way you'd like it to work).

Make sense?

Would that work/help?

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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All comments

Katelyn Birdsey

You can give a non licensed user access to edit a specific column(s) in Dynamic View!

The caveat to this it you have to manually enter their names into the shared access box, create a group with the external users, or list their email domains.

Then with Dynamic View you can have an automatic filter applied to their screen so they only see what's been assigned to them!

mtuccillo

Do you know if the free Smartsheet user ID licenses are created in Smartsheet by the Administrator? I'm thinking that the non-licensed user still needs to authenticate with a password. And, the only way to do that is to have the Smartsheet Administrator create the non-licensed user an ID to authenticate against.

mtuccillo

That's wonderful! Does the Smartsheet Administrator need to add the email addresses of these external non-licensed users using the Smartsheet Administrator screen, where the Administrator normally adds Smartsheet licensed users? In other words, what mechanism does Smartsheet use for non-licensed users to authenticate before they access the Dynamic View? I'm thinking they still need to authenticate since we need to control who can access the Dynamic View.

Andrée Starå

https://community.smartsheet.com/discussion/142397/dynamic-view-can-unlicensed-users-access-and-update-using-dynamic-view

You can share with a group containing all users, add the users one by one, or share with their different domains.

Combine it with the Current User feature, and you ensure they can only see what's assigned to them (if that's the way you'd like it to work).

Make sense?

mtuccillo

Thank you so much! Very helpful.

Andrée Starå

Excellent!

Happy to help!

✅ Remember! Did I help answer your questions or solve the problem? Please support with💡 ⬆️ ❤️, and/or ✅ Answer. It will make it easier for others to find a solution or help answer. I appreciate it, thank you! 🙏

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