Sharing Multiple Sheets with a User at Once

David Keane

Is it possible to share multpile sheets with a user at once?  I have several sheets that I would like to make accessible to one of our users, and the only way I know of to do this currently is to go into each sheet and share one at a time.  Is there a faster way to do this?  Also, can I quickly view who is currently shared on all of the sheets from a single view?

JamesR

The only other way is to place them all in a workspace and share the workspace. This will very much depend on what access permissions you want others in the workspace to have.  Remember whatever permisions you give people to the workspace they have those permissions on all the sheets in it.

Travis

Hello! As James suggested, workspaces can be used but it may not work for your situation.

 

Another option for Team and Enterprise accounts is to use groups. This would require initial set up, but would be a quicker way to share multiple sheets in the future.

 

If you have a group of sheets that you want to share to users, create a group and share the sheets with that group. Then, whenever you add a user to that group, they will be automatically shared to all the sheets shared to the group.

 

Again, this would require initial set up (sharing all the sheets to the group) but it could save you time in the future.

 

Here's information on groups: http://help.smartsheet.com/customer/en/portal/articles/1554165-managing-groups-team-enterprise-only-

 

As far as seeing who is shared to sheets, SysAdmins on Team and Enterprise accounts can download a Sheet Access Report. Here's information on how to do this: https://www.smartsheet.com/blog/support-tip-user-access-report

David Keane

Thanks for the replies.  The workspaces solution solved my issues.  The groups idea will also be helpful in the future.

Ron Hotchkiss

Travis - I know this was a post from days gone by, but it did educate me on how to use groups.  Very useful when sharing multiple sheets to a group of users (that often changes!).