Restricting User "view"

lauren.waters111676

I am setting up a sheet that will intake applications to employment positions. it would be very cumbersome to create a separate sheet for each position we have posted. Rather, I'd like all applications to go into one sheet, and then filter by position # (or supervisor etc).

Is there anyway to limit the rows someone sees by the individual? That is, Let's say Kathy, Carl, and Mike all have positions open, and that I don't want to share all of the incoming applicants with all of them, I only want Kathy to see Kathy's applicants, Carl to see his applicants etc (this is to help maintain the privacy of the applicants). I have another smartsheet that has incoming company tasks and I'm in a similar predicament where I really need confidentiality and for certain people to only see certain rows.

Basically, I think there should be a way to "share" a sheet (via view or edit permissions) whereby what is shared is partially based on other attribues. As an example, being able to share a "mastersheet" with Joe and setting it so that he can only view rows with Joe@compny in the "assigned to" column.

Thanks

Paul Newcome

Have you looked into creating a report where Current User is set as one of the filters?

lauren.waters111676

@Paul Newcome I have, and while not extremely well versed it them yet, its seems people can still see the master sheet correct? So that doesn't help with the privacy issue.

Additionally, for my second example, right now I can automate an email being sent to a contact in the "assigned to" column of the main sheet (upon an email being entered in the assigned to column), and they get an email with the "row" information but a link to the entire sheet (that's the problem). I don't think there is an automation where I can have the report be emailed to that person rather than the row, is there?

Paul Newcome

You are correct that the users would still need to be shared as at least Viewer Only to the master sheet to be able to view the report. I believe there may be a way around this with a dashboard, but I need to do some research and testing before committing to that.

Do they need to be able to edit the report, or do they just need to view the report?

If all they have to do is view the report, you could build out a report for each person then set up a recurring email where the report is sent either as a PDF or an Excel file. They would not need access to the report or underlying sheets for that to work, but you would need to create a report for each person. Basically you would...

Create a report called "John Doe's Report" and set the "Who" portion to "John Doe".

Organize your columns, sort, etc.

Set up the recurring sending of the report.

Save everything.

"Save as new"

Rename as "Jane Doe's Report".

Go into this new report and change the "Who" to "Jane Doe".

Save everything.

"Save as new"

Rename as "John Smith's Report".

Make appropriate changes in Report Builder.

So on and so forth.

lauren.waters111676

Yeah folks need to be able to "edit" the items/rows assigned to them. That and, let's say it's a task list and there are 100 tasks all assigned to a handleful of folks, regardless of privacy, bottom line is my folks don't want to see the 90 items that don't apply to them (and they don't want to have to manually filter. I know I can set up pre-generated filters, but then those need to be turned on and off and people tend to get irritated because they forget a filter is on or what have you).

Andrée Starå

Hi Lauren,

A solution that would be perfect is the premium add-on, Dynamic View. Is that an option?

Would that work?

I hope that helps!

Have a fantastic day & Happy New Year!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

Paul Newcome

Hmm...

You may want to look into Dynamic View. It is a premium add on that may work for what you need.

If privacy was not a concern, reports and sheets can both be filtered to show only rows assigned to the current user. But again... The report would require that each person can at least view the master, and the filter can easily be turned off.

I have one more idea, but I need to check a few things first...

Andrée Starå

@lauren.waters111676

More info:

https://www.smartsheet.com/product/dynamic-view

lauren.waters111676

@Paul Newcome I look forward to your insight! @Andrée Starå I'm on a government license so my hands are tied as far as package options, i'm betting that's what i need :/

Andrée Starå

@lauren.waters111676

Happy to help!

Have you checked so you don't already have access to it?

Paul Newcome

@lauren.waters111676

What I was hoping for didn't quite pan out. Unfortunately you are either going to have to use reports or sheets with the "Current User" filter, or cross your fingers and hope that you can get access to Dynamic View.

anilkrag1984

Hello Andree,

I am also struggling with the same issue wherein I need to restrict the regions to see each others data, Could you please confirm if the option available in Dynamic view is there in the enterprise licence.

Thanks & regards,

Anil Raghav

Andrée Starå

@anilkrag77641

Dynamic View isn't part of the Enterprise Plan, but it's available as an add-on.

It's included in the Premier plan.

More info:

https://www.smartsheet.com/pricing

Make sense?

Stacy Meadows

@Paul Newcome How do I set filter on report to current user please lovely? Thanks 😊

Andrée Starå

Hi @Stacy Meadows

I hope you're well and safe!

For the Contact Column, you'd select the "has any of" option and then the "Current User".

Did that work/help?

I hope that helps!

Be safe, and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Stacy Meadows

Thank you so much this could have saved me do much work in the past lol 😂

At least I know now 😁

Much appreciated 🙏