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Row Level Access to Collaborators


I have projects which use multiple outside vendors in addition to internal resources. It becomes necessary to ensure collaborators only have access to the tasks they have been assigned to perform. It would make little sense to have a project and have every vendor able to see all other tasks assigned to other vendors as the amount of data becomes more difficult for them to navigate and from a privacy perspective.


I can not seem to locate the method by which to only allow sharing of the data subset. Can it be  done or is sharing only allowed if the entire sheet is exposed to the user?


  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Smartsheet does not support this feature. 

    Here's some ideas/features to investigate what you are looking for:


    Update Requests - these can be set up by row, sent periodically, and only provide access to the portion of the row in the request.

    I used this for a weekly status update from the customer without serious issue.


    Linking - each user could have their own sheet or sheets. The data from more restrictive sheets could be linked the sheet they can access. Not much more work than I would imagine selectively sharing sheet rows would be.


    Reports - while each user's reports only show tasks on rows for which they are shared/have access, the report would contain more information when viewed by someone with more access. The more detailed report could be sent to the person via PDF, if the information is one-way.


    There are likely other options too. 

    Hope this sparks some ideas for you.





  • Travis
    Travis Employee

    To add on to what Craig said - if the user needs read only access to the tasks assigned to them, you could build a report which shows only their tasks then publish the report. When you publish a report you get a URL and anyone with that URL will have read only access to the report without logging into Smartsheet or being shared to the underlying sheets or report. 


    You can publish reports through the Publish tab at the bottom of the report. 

  • Richard Rymill SBP
    Richard Rymill SBP ✭✭✭✭✭✭

    Nicely explained Craig and Travis.


  • llalonde103986

    just checking in to see if there have been any new developments since 2015 for sharing rows with outside collaborators and vendors where we do not want to share the whole sheet?

  • Richard Rymill SBP
    Richard Rymill SBP ✭✭✭✭✭✭


    other than being very creative with how you design your workflows, which is what most people do, the only other choice is the Premium addon called Dynamic View which starts at $2500 pa. that will give you what you seek if you have the justification for the cost?


    hope that helps 






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