Calendar App - Permissions

I understand that users have access to the calendar app calendar for a particular item if they have access to the source sheet or report.

If I create a report that looks at two sheets and then give view access to a group that only has access to one of the 2 underlying sheets, they will only see the information from that sheet they have access to - correct?

But since everyone has access to the same view of the calendar as the person who created it - if I have access to both sheets, will they see the information from both sheets on the calendar without having access to the second sheet? The reason is they can only see particular items from this second sheet but want them on calendar. Trying to do this without having to add everyone's emails individually if possible.

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Laurenzella

Unfortunately, I can't publish the calendar because only one department can have access and I don't want the link to fall into the wrong hands. If you do Sharing > On you have to add domains and you can't add a group, only individual email addresses.

I don't know enough about WorkApps to make this work but I should learn more.

My hypothesis seemed to work - I did do a test where the user was given permission to a report that included information from 2 sheets (A & B) - only one of which she had access to (A) . She confirmed that she could not see the item from sheet B in the report. I then used that report as a source for the calendar app and she was able to see the item from sheet B on the calendar.

I am hoping it is not just because she is an admin in the workspace the report is in (and therefore an admin on the calendar) because I can't give these other non-testers admin access to the whole workspace.

Thank you for your suggestions!

All comments

Melissa Yamada

Yes, your understanding of the report behavior is correct, but the calendar behaves differently.

In Smartsheet Calendar App, users must have access to the underlying sheets or report data to see those items. If your report pulls from two sheets and someone only has access to one of them, they will only see rows from the sheet they can access. The calendar will not expose data from the second sheet if they don’t have permission to it.

Even if the calendar was created by someone who has access to both sheets, the viewer’s permissions are still enforced. So they won’t see the second sheet’s items unless they also have access to that sheet (or the rows are shared with them).

If you need those specific items from the second sheet to appear for certain users, you’ll still need to share the sheet or rows with them, or use a report with row-level sharing that includes only the rows they should see.

Laurenzella

Are you sure this part is true?

The below is from a Smartsheet article about Calendar app., which seems to say the opposite :

Share your calendar

Once you’ve created your calendar, select the arrow in the upper right corner, then select Share. Here, you can toggle sharing on and off, share the calendar with specific users or domains, copy the share link, and publish the calendar.

If the sharing toggle is on, the calendar appears in the list view for all users who are calendar Admins or added to the calendar share list. If it isn't on, the calendar only appears in the list view for the Admin.

All users who view a calendar see the calendar as the Admin does.

Laurenzella

I also thought if they don't have access to the underlying sheet then they won't see the information in the report so I am not sure how I would accomplish row-level sharing in a report as a source?

nicksnav

Hey, @Laurenzella

Iv'e recently done a deep dive into the Calendar app and am using a WorkApp to control viewing of reports, forms and the Calendar App. In my case users do not have to have access to the source sheets to view the Calendar if you publish the Calendar and users access the Calendar with the published link.

I’ve had to test multiple times to make sure hidden information on the source sheet is hidden even though they need to affect the source sheet in reports. Do you have anyone you can pull and test this with? WorkApps has the benefit of the admin being able to view your role's permissions through live app viewing. You are kind of limited in not being able to see how someone else would see the Calendar outside of view.

Also, are you able to create a Group through Group Management in the Admin center? That can give you that ability to add a whole bunch of people to a sheet without having to add them individually. Hope some of this helps. Great question! I'll be following this post to learn with you. Have a great day!😁

Laurenzella

I don't know enough about WorkApps to make this work but I should learn more.

Thank you for your suggestions!

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