Third party resources with limeted user rights

Sven L.

We assign task to third party installers. I don't want to give them access to Smart Sheet or view rights to projects, where they have assignments. On the other hand I do want to use the features like sending them reminders or update requests. Most important, I need them part of the Project Resource View. I want to make sure that we don't schedule an installer at the same time on two different jobs. 

If I am correct, you have to add the installers to your User Management on the account level, in order to see them in the Project Resource View. But will that not give them at least view right to see your total project schedule? - Which I don't want them to see. 

Thank you in advance for and comments. 

Andrée Starå

Hi Sven,

You can add the third party installers thru their e-mail address to your account to be able to see them in the resource view, and you can even track equipment or similar in the same way. (the e-mail address doesn't have to be confirmed) They won't have automatic access to anything.

You can also send reminders and update requests to them.

I hope this helps you!

Have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Alejandra

Hello Sven,

Great question! To build on Andrée’s response, only people that have been added to your account can be tracked by resource management, but in order to see how resources are allocated across projects, they must be a resource viewer. System Admins have the option to uncheck the Resource Viewer box when inviting new users to the account; this will prevent them from viewing how resources are allocated. Keep in mind, users are only able to access Smartsheet items that have been shared with them. If needed, more information on this can be found in our help article: https://help.smartsheet.com/articles/1346969-resource-management-allocation-team-enterprise-only-      

I hope this helps!

Sven L.

Hi Andree,

Thank you for your comment. It helped me to better understand the difference between the project and account level settings.

Thanks a gain and have a great Holiday season

    - Best, Sven

 

Sven L.

Hi Alejandra,

Your comment did help indeed and was exactly what I was looking for. At the time I posted my question, I wasn't clear on the difference between project and account setting levels. We got it now thanks to your comments. Much apricated. 

Enjoy the holiday season. 

   - Best, Sven

Andrée Starå

Happy to help!

Thanks and I wish you a fantastic holiday season as well!

Best,

Andrée