Problem
Smartsheet environments quickly become cluttered with inactive Sheets, Reports, and Dashboards that are no longer viewed or updated. This creates confusion for users and significant overhead for admins, especially in large or regulated environments.
There is currently no native way to automatically identify, notify owners, or clean up inactive assets.
Proposed Solution
Introduce a built-in inactive asset management feature that:
- Detects assets with no views, edits, or modifications after a defined period
- Default: 120 days
- Configurable by System Admin (ex: 90 / 120 / 365 days)
- Automatically notifies the asset owner with a list of their inactive assets
- Allows owners to take action:
- Delete
- Move to Archive Workspace
- Auto-create archive workspace if one does not exist
- Ignore (optional time limit)
- If no action is taken, assets are automatically archived
Why This Is Valuable
This would:
- Reduce Smartsheet sprawl
- Improve governance and audit readiness
- Save admins significant manual effort
- Help owners clean up their own content
- Scale asset management for enterprise environments
Current Workaround (Why This Is Needed)
Today, I have to:
- Download the Sheet Access Report
- Use Power Query to clean and transform the data
- Upload it back into Smartsheet using Data Shuttle
- Use Dynamic View to share with asset owners
- Manually manage cleanup and follow-ups
This works, but it’s time-consuming, complex, and not scalable.
A native Smartsheet solution would eliminate all of this manual effort.
Bottom Line
Automated inactive asset alerts and archiving would dramatically improve Smartsheet governance, usability, and admin efficiency.
👍 Please vote if you manage or own many Smartsheet assets.
