Sharing folders

edited 12/09/19 in Using Smartsheet
07/12/18 Edited 12/09/19

Since Workspaces is not conducive to individual permissions, we are trying to use the standard folders under "Sheets".

One department has close to 100 files in Smartsheet.  We want to use Smartsheet in other departments as well, but would like to organize the departments by folders.  With each Sheet, Report, and Dashboard permissions assigned properly, we placed them in folders and now the Users only have Viewer permission of the Reports that they should have Editor permissions for.

The folders' "Sharing Status" are marked "Not Shared", but there is no option to share them.  Is there a way to remove this wall using folders?  Or do we need to keep all files within the main "Sheets" folder? 

Comments

  • Hi Dan,

    I'm not sure what you mean by workspaces not being conductive to individual permissions.

    You can share individual items in a workspace as you see fit. Keep in mind that someone who is shared to the workspace as an Admin but a sheet as an Editor will still have Admin permissions on the workspace—people always get the highest permissions that you give them.

    More on workspace sharing is available in the help center: https://help.smartsheet.com/articles/522067-workspace-sharing

    At this time, you can't share an entire folder as you would a workspace. I'd recommend either creating multiple workspaces per department, placing folders in them as needed, then tweaking individual item permissions in the workspace when someone from another department needs to access something.

  • Alex BurnAlex Burn
    edited 05/14/19

    I agree, workspaces are not conductive to individual permissions and this kind of feature request has been around for a number of years.

    We can either share an entire workspace or an individual document, but nothing in between. So for a company who has multiple teams, collaborating with multiple vendors/contractors for multiple clients, sharing on SmartSheet is a real pain.

    For example...

    We have a projects department who need to have access to all project docs.

    We have a major projects team and a minor projects team, who need to have access to their own team docs.

    Each team has its own set of suppliers and subcontractors, who need to have access to their set of docs.

    The teams serve multiple clients, who need to have access to their own set of docs.

    Overall, there will be 1000's of documents, but there is no way to group permissions other than in workspaces... Meaning we end up with 100's of workspaces tailored to either teams, or clients, or projects, or departments, rather than having a hierarchy approach. We can't even share multiple docs or folders at the same time.

    And before you recommend it... I've already submitted numerous feature requests and am disappointed at how little recommendations are taken onboard.

  • Agreed.

     

  • I agree it is annoying that you can't simply right click and "share folder" but to be fair, from a logistics and programming perspective, I don't think it's as easy as it sounds.

    Let's say you have a folder that's not in a workspace, and in contains a few dozen sheets, and you want to share every sheet in that folder with someone. Ok great, you right click and "share folder". You type in the person's email address whom you want to share the folder with, set the level of permission you would like them to have, and click send. Now what happens? Smartsheet would have to simultaneously add a user and set permissions to dozens of individual sheets. What happens if that person is already shared on a few of those sheets with admin permissions? Does he get bumped down if you selected "viewer only" when you shared the folder to him? I am just sort of guessing, but I would imagine that this is the struggle they would have and is why folder sharing hasn't been implemented.

    And to clarify what we mean about workspaces not being conducive to sharing; Users on the workspace get a global permission. They have that level of access to every sheet in the workspace. If that person should not have a high level of access to one of the sheets in the workspace, then that sheet has to be moved out of the workspace, in which case everyone loses access to it. Now you have to share that sheet with all the appropriate people. It's not that big of a deal if you are only managing a few sheets but if you are working with hundreds of people and sheets I can see it being really annoying.

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    When you are working in a Workspace, you can adjust the permissions on the sheet level.


    Even if someone is shared to the workspace as Editor, you can still go into an individual sheet and set their permission to viewer or admin for that sheet only while they maintain their permissions for the rest of the workspace.

    thinkspi.com

  • Anna CAnna C ✭✭✭✭

    I agree - we could really use Folder level sharing, OR some way of having "sub workspaces" / a workspace hierarchy, OR a way to mirror a folder into 2 workspaces.

    Currently this is THE biggest shortcoming for us in Smartsheet.

    We have a Projects Workspace which has all projects for PMO purposes. Each project has its own folder. As things stand:

    I can't share a project to its stakeholders without sharing the entire workspace with multiple projects.

    I can only share the individual sheets - which they would then have to organise in their own way - which isn't great for consistency.

    If I add people to the entire workspace they would either need to have edit access to everything in the workspace OR I have to remove their permissions from every single other project sheet ( 100s of them)

    OR everyone has viewer rights - in which case edit access would have to be added to each sheet individually.

    PLEASE PLEASE PLEASE can this be addressed.

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Anna C

    I hope you're well and safe!

    If you haven't already, Please submit an Enhancement Request when you have a moment.

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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