Limiting editable access to certain users

TrevorM

Hello there everyone interested!

We're looking to share sheets to various departments here however we don't want all cells to be able to be filled in (or changed) by all users.

Is there a way that we can restrict editable fields to certain user accounts so user A can only edit columns 1-3 and user B can only edit columns 4-5 etc please?

Glad of all tips. Many thanks.

Richard Rymill SBP

Trevor

Not without some challenging design work to achieve it, but the easy answer is "To give work to your colleagues" using Reports as To Do Lists, so they only see and edit the columns you want them to see. 

They will need to have access to the underlying sheet, but if you make it easy for colleagues to use this system and explain WHY, it becomes very simple and a popular one. 

You could also remind users that if they do change data where they should not... it is recorded in the history! of the cell. 

Hope that helps? 

RichardR

Mike Wilday

Here is a helpful article on creating reports. 

https://help.smartsheet.com/articles/522214-creating-reports

TrevorM

Hello Richard,

Not entirely the response I was wanting but very helpful all the same!

Thanks very much - will try this route next then. Seems straight forward enough.

Kind regards,

Trevor

TrevorM

Thanks Mike,

I guess that will come in handy too.

I haven't used the reporting function before now.

Many thanks,

Trevor

Richard Rymill SBP

Trevor

a quick an easy way to set up all your relevant Reports for each criteria is to set one up and test it. Once you are happy with it, Save as new and eg change the worker name from Justin to Jodie and then so on and with a simple change to the criteria you quickly have as many individual to do lists as you need. 

If you want to make it easy to find these ( and all your important sheets) just list them like a library in your dashboard using live links. 

 

Another thought? Make sure your main sheet has Data triggers in there, so when work passes from one to another, Like a Relay Race Baton, the Reports automatically update in real time based on those data Triggers. eg if part one is complete, start Part two etc. 

Then you have an automatic workflow that flows your processes. 

Hope that helps and lots more where that cam from if you get stuck? 

RichardR

SBP.