Hide details in a sheet

Yashwant Singh

I am working on a sheet which contain multiple country wise data. i will share sheet to all country wise reviewer to update information..

i want to hide sheet data and show only respected country data to end user.. how's is possible.??

Andrée Starå

Hi Yashwant,

Will it matter if they potentially could access the other countries information. Is there any sensitive data?

I hope that helps!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Yashwant Singh

hi Andrée .. great thanks to you for quick response..

yes sheet contain sensitive data....

Andrée Starå

Happy to help!

When there is sensitive data that should be impossible to access, I recommend the Premium Add-on, Dynamic View.

Is that an option?

More info: 

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

If it's not an option. How many countries could there be?

Yashwant Singh

I have dynamic view access.. for sharing dynamic view to end user it will required any licence access ??

Andrée Starå

Excellent!

No, you don't need a license, but your organization needs to have access to Dynamic View.

Yashwant Singh

thanks for your support.....

Andrée Starå

You're more than welcome!

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Lititia Briggs

Hi All

Is it possible to hide and lock specific columns of a worksheet, so that only Admins, and or, specific nominees can unhide and modify them?

The data within this section is sensitive, so only a few users will need access to unhide and edit.

I would rather avoid the need to separate out to a new worksheet if possible!

iI this is not possible in this format, is there any other user resitrictions within a worksheet that could achieve a similar result?

I have set filters for each of the main sections (the section in question being one) and am able to set current user as the default filter, thereby hiding (by filter) specific sections, dependent upon user. However, it seems that any user with Edit/View Only permission can change the filter, thereby making visible the entire sheet.

Any help, or suggestions appreciated.

 Thanks in advance,

 Lititia

Genevieve P.

Hi @Lititia Briggs

Will the users who shouldn't see this data require the ability to edit the sheet? If not, I would actually suggest that you might want to create a Report (instead of using filters) which only shows the applicable rows/columns. Then you can Publish the report to allow the people with the link to view the content without being shared to the report or underlying sheet.

Here's more information on both of those actions: Create a Report / Publish a Report

Alternately, you can hide columns in a sheet so only an Admin can un-hide and edit that data, but this isn't applicable to rows (just columns). Editors and Viewers of the sheet won't see the data within Smartsheet, but if they chose to export the document to excel it would include those rows (see here for more information).

Let me know if the Report option would work for you!

Cheers,

Genevieve

Lititia Briggs

Hi Genevieve

Thank you for your response :-)

The users who should not see some of the columns, will need to access to view, and update, some of of the other columns, within the same worksheet. It would be ideal if I could:

1. Hide and lock the sensitive data columns and unlock them when I need to update sensitive information, and then 'lock' them again - Without others using the s/sheet being able to export the complete data set;
2. Or, have the option to lock the entire workbook when editing it, as a feature in MS Excel, and notifying the other users once the workbook/sheet is released. Again - Without others using the s/sheet being able to export the complete data set.
3. I'm hoping there is an option, or future release enhancement, to enable this. I may, have to create 2 worksheets in the interim.

Keep safe! 🤕

Genevieve P.

Hi @Lititia Briggs

Thank you for clarifying! At this point the Smartsheet core application does not have this capability; anyone shared to the sheet can export that sheet as an excel file which would contain the hidden columns/data.

You could perhaps go the Published Report route and then send Update Requests from the sheet to the users who need to make changes; Update Requests can be sent to users not shared to the sheet and you can select which columns to make visible. This would depend on how frequently they need to make changes/updates, and if there is a specific trigger (for example a date, or a status in that row) that could trigger this request.

If Update Requests wouldn't work for you, what you're describing could be resolved by one of our Premium Applications: Dynamic View. In Dynamic View you can share the underlying sheet with those who can have full access, but then only make certain columns & fields editable and viewable by those that need to make edits (without showing the whole sheet). Please see our Help Article on Dynamic View for more information: https://help.smartsheet.com/articles/2477821-manage-processes-at-scale-dynamic-view

Cheers! And yes, keep safe & I hope you are well!

Genevieve