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Understanding Workspaces

Can you save a sheet in a workspace but have the sheet not have the same sharing properties of the Workspace?



  • JLC
    JLC ✭✭✭✭✭✭

    Someone please correct me if I'm wrong, but I don't believe you can. Would love to know if I'm wrong as I'd use that functionality.

  • Tim Meeks
    Tim Meeks ✭✭✭✭✭✭

    Jaye is correct.Cool


    Not at this time. . that's the purpose of the workspace.  Any sheet placed in it takes on the sharing permissions of the workspace. Also, your idea may work if there was only 1 sheet the workspace. But if there were multiple sheets, there would have to be an indicator on when to follow the workspace permissions and when to override.


    However, there was a survey a couple of months ago asking about workspace sharing options.  And there is a list on the SS Product Road map of this feature. But not sure when it will be out or exactly when will be changed. 




    Maybe Travis and team can comment on the features and ETA.



  • JLC
    JLC ✭✭✭✭✭✭

    Thanks Tim, appreciate you much-expanded answer Cool

  • Pamela Gunthorpe
    edited 12/09/15

    Thank you Jaye & Tim.  May I expand on my question?  For a sheet in a workspace, can you increase the sharing beyond the workspace limitations?  


    For instance, I have a Marketing workspace that includes the 5 members of the Marketing team but for a particular sheet in there I need to include the Executive Assistant who is part of the Executive Team, not the Marketing team, can that be done? 

  • Tim Meeks
    Tim Meeks ✭✭✭✭✭✭

    Pamela & Jaye,


    You are welcome.


    To answer the question,  No. As of right now, you can't add the Exec Asst to only one of the sheets in the workspace. If you do, the EA will get access to ALL the sheets in the work space. To do what you need done, you would need to either move that one sheet out of the Workspace and back into the Sheets folder or into a NEW workspace that includes the EA.


    Think of this way.... When I used to go roller skating ( a long time ago Wink), there would be an "ALL SKATE" time for beginners and expert skaters to share the floor. A workspace is like an ALL SKATE. Everybody gets the same access to the floor.   Sharing permissions occur at the workspace level and are the same for any sheet placed in the workspace.


    Hope the analogy helps.


    read below for more detail: http://help.smartsheet.com/customer/en/portal/articles/522067-workspace-sharing

    Sharing a Workspace with a collaborator will grant them access to all sheets, reports and templates it contains. The collaborator will have the same sharing permission level on all items in the Workspace. Items in a workspace can't be shared individually, but you can move the sheet out of the workspace,and then share it to the appropriate collaborators.



  • Travis
    Travis Employee

    Just to chime in here... As Tim has stated, at the moment its not possible to have individual sharing permissions on sheets located in workspaces. If you want to have individual sharing permissions for sheet, I would recommend using folders to organize your sheets instead.


    We are working an an enhancement for workspace sharing which should be released early 2016

  • Stefan Siebenkittel
    edited 12/10/15

    Hi Pamela,

    if no interaction is required from the Executive (natural non-interaction ;-) Assistant, maybe a report can help?


    Best regards


  • JLC
    JLC ✭✭✭✭✭✭

    I second Stefan's response - you could opt to create a workspace specifically for your Executive(s) and include a report in it for him/her to review, OR you could set up a report to send directly to the Exec via pdf/spreadsheet/e-mail. For example, I have a worksheet that acts as a master calendar for all activities my Marketing Specialists are involved in. I've set up a report to send to my leader, bi-weekly, to give a 30 day outlook of these activities (I could also choose to manually send it whenever she asks). Hopefully this helps!

  • Shanett Cole
    Shanett Cole ✭✭✭✭

    Is this correct 

    We can add a folder to the workspace, 

    Within the folder add several sheets

    We can share a sheet with a user and they can only see that sheet and not all the folders ?


    But we can not add several folders to Workspace and only share one folder 



This discussion has been closed.