Can I share sections of a SmartSheet with colleagues or do I have to share the whole sheet?

Allyson Bradley

I have several rows corresponding to different projects and want to share just the relevant row with the project manager assigned to it. Is this possible and if so how do I do it?

Thanks in advance for your help!

Ally

Andrée Starå

Hi Allyson,

There are a few different ways to share the information from the sheet, and the best solution depends most of all on the access the project manager can have and the process involved.

Here are some different options.

1. A Report, structured only to show the PM's rows
2. Update request, One or multiple rows sent to the PM where they can update the information
3. Send row, Send the specific row(s) to the PM
4. Dynamic View, A premium add-on that can show different information for different viewers and depending on the process.

What do you think?

Which option would work best?

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

✅Did my post help answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer! 

Andrée Starå

Ok.

If you click on the menu in the upper right on the Workflow you can delete it.

Allyson Bradley

Thanks for all your help. The update report I set up was received and seems to be working correctly!

Andrée Starå

Hi Allyson,

There are a few different ways to share the information from the sheet, and the best solution depends most of all on the access the project manager can have and the process involved.

Here are some different options.

1. A Report, structured only to show the PM's rows
2. Update request, One or multiple rows sent to the PM where they can update the information
3. Send row, Send the specific row(s) to the PM
4. Dynamic View, A premium add-on that can show different information for different viewers and depending on the process.

What do you think?

Which option would work best?

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

✅Did my post help answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer! 

Allyson Bradley

Thanks so much for your quick reply!

For me the best option is probably to send a row for updating to each PJM. I can't figure out how to do this though.

Andrée Starå

Happy to help!

You can either send an Update Request manually or automatically (when something happens or recurring).

Which method would you prefer?

More info: 

https://help.smartsheet.com/learning-track/smartsheet-intermediate/update-requests

Allyson Bradley

I would like to set up a weekly reminder to PJMs to update the rows on the sheet with project details (status, timelines, staff etc).

I followed the link (thank you) for update requests but now I seem to have set up 3 workflows for the same thing and can't remove the additional ones!

Andrée Starå

Ok.

Not sure I follow!

Where did you set them up? In Workflows or manually on the row?

Can you maybe share some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Allyson Bradley

Under 'Automation' tab it has Manage Workflows....3. When I click to manage workflows it opens up the below.

Andrée Starå

Ok.

If you click on the menu in the upper right on the Workflow you can delete it.

Allyson Bradley

I tried that and it just closes the window but is still saying 3 workflows.

Andrée Starå

Strange!

I'd be happy to take a quick look.

Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Allyson Bradley

Thanks for all your help. The update report I set up was received and seems to be working correctly!

Andrée Starå

Excellent!

Happy to help!

Have a fantastic weekend!