Make sheet data available to external 'viewers' but limited to only their data

Kreig M

Good morning Smartsheet community. I have been using Smartsheet in my job as the office manager for a small business. I'm self taught and have managed to get some workflow and automations working through trial and error. However, I am stumped on the next project that I'm trying to figure out how to best handle inside Smartsheet. Any ideas you can share would be appreciated.

I need to be able to share data from a current sheet to external 'viewers' , but limit it to only their data. The sheet is a record of vendor supply orders. So in the sheet we have the vendor name, along with all of the order data. I would like to be able to share this sheet to each vendor so that they can view it (part of our communication/order reconciliation processes), but I need it to limit the view to only the records for their vendor.

Is this possible? We have previously keep spreadsheets (in another application) that we have shared out to the vendors through our SharePoint service, but the duplicate data entry is prohibitive for us to continue on that path.

Thoughts?

Paul Newcome

My suggestion would be the premium add-on Dynamic View. This will allow you to restrict a view based on "Current User" without having to share the underlying sheet(s).

Another option would be to use separate sheets for each vendor and use formulas with cross sheet references to pull the data over based on vendor. If you would like help with those formulas, let me know. It can be a little tedious, but overall it is relatively straightforward, and I can help you make it more easily replicated for each vendor.