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Board View Report Without Giving Users Access to Sheet

tdolan

We have a Smartsheet form where users can request a certificate of insurance. Their email address is recorded in a contact field. I've created a report that filters the contact field to the current user. We'd like for them to be able to see the report in board view, but only for their requests, and do not want to give them access to the sheet. From what I'd read, I thought if I published the report then gave them the published report link (or added it as web content to a dashboard), I did mark that anyone with the link should have access, they would be able to see their requests. However, they are seeing my requests, not theirs. What am I doing wrong, or is this not possible?

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Paul Newcome

This is not going to be possible. Published reports can't determine who is viewing them, so the "Current User" filter doesn't work.

Requiring users to log in to view the report so that "Current User" works means giving them access to the underlying sheet.

To avoid having to give access to the underlying sheet and still using a "Current User" type filter, you would need the premium app Dynamic View.

tdolan

Paul thanks for the info. We do have the Dynamic View app. However, my understanding is you cannot have a board view or card view in a dynamic view.

If we were to give the users viewer access to the sheet, would I still publish the report to add to the dashboard? I've tried not publishing the report, just adding a report widget to a dashboard, but cannot figure out how to get the board or card view when that's done.

Paul Newcome

You are correct that board/card view is not available in Dynamic View, but that is the only way to give users access to specific rows based on "Current User" without also sharing the underlying data.

tdolan

If we give the users view access to the source sheet, so the "Current User" filter will work, and need to following:

card/board view
cannot clear "Current User" filter
only see part of the columns

I believe I need to do this with a report, instead of the sheet. Do I then add the report through the report widget to a dashboard, or publish the report and add the url as web content? According to a help screen, if I publish a report, other users will see what I'm seeing when I publish the report. Which would only show the rows I submitted, and they need to see theirs.

Paul Newcome

You would do that with a report and you would use the report widget. You would need to set the widget perspective to "Their Perspective".

This does mean that users will be able to still see all columns and all rows if they navigate to the sheet.

tdolan

If I add it as a report widget, will the card/board view be available? That's the way I currently have the report set, but when I added it as a report widget, it's the grid view and I'm not seeing a way to change it.

Paul Newcome

You're right. Card / Board view is not available using the report widget.

It looks like there is no way to get a report in Card / Board view that uses the "Current User" filter onto a dashboard.

tdolan

Other than a dashboard, is there another way to give them access to the report with card/board view, using the "Current User" filter, and not be able to edit anything (including the filter)?

Paul Newcome

You could provide a link to the card view URL as a shortcut on the dashboard.

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