Smartsheet Activity Tracker for Workspace

Question

Random question for yall on a Wednesday....  Doing some workspace audit and reorganization and need to see if there is an easy way to see what sheets are and are not being used.

Within an entire smartsheet workspace, are you able to easily see how many smartsheets that are actively using today / updating consistently?  i'm looking to make a statement like:  we actively use X number of Smartsheet's in our Client processes across X, Y and Z departments within this workspace across these sheets.

I know I can look at the "Last Update" column but I do not know if Folders and reports update the same as sheets for the "Last Update' Field.

Stefan · Answer

Hi @ConnorForm,

your Smartsheet admin can load an access report with the date of the last access…

As this is a list about all the stuff in your Smartsheet plan, you might need to point him/her to the items you take care off.

But making this easily visible directly in Smartsheet would be a nice feature :-)

Gretings

Stefan

Stacey C · Answer

Good morning!  I recently completed a similar task before our latest contract renewal and I found the Access report from the Admin page very helpful.

I went to:  Admin Center > User Roles and Reports.  On the User Roles and Reports page there is a More Actions option at the top, above the list of users.  From there, select the Sheet Access option.

This exported a list of each Smartsheet asset on our account to Excel with the following info:  Workspace Name, Asset Name, Asset Type (sheet/report/dashboard), User Shared To, Permission Setting for User and their Last Modified Date.  I put the info into a Pivot Table and searched for the MAX date by sheet name, then sorted oldest to newest to find the inactive/not recently active sheets!

I suppose this only works w/Admin access, but check with your administrator if you don't have that access.  The only think I'm not certain of is if this will show any automated updates via form entry.  But I think it will give you a good start!  Good luck! ~Stacey C