Sharing segments of a Form's responses

Brad Wolff

I am looking to share only select results of a Form using a Report, but, in order to do so, it appears that I would need to provide access to the initial Form results. Is there a way to avoid doing that so that the person cannot see all of the form's results (i.e. departments other than her own)? The Report doesn't populate for the person unless they have access to the parent Smartsheet. I tried the Automation settings from the main responses document, but this gets blocked because the user doesn't have view access to the main responses sheet.

Andrée Starå

Hi Brad,

There are at least three options.

• Publish a report for each department
• Add the department report to a Dashboard
• Automatically copy the form submissions to another sheet(s) for each department

Is it for confidentiality reasons that they shouldn't be able to see other information, or would it work that they have access, but that we make it more difficult to see/access the information?

Would any of those options 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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Brad Wolff

Thanks, @Andrée Starå!

Yes, it is for confidentiality purposes. The first two options require providing them Viewer access to the main document. Right now, I set it up to auto send the report as a PDF daily, but not ideal.

Andrée Starå

Happy to help!

They wouldn't need Viewer access.

Which method would be your preferred if possible to set them up securely?

Brad Wolff

Option 1

Andrée Starå

Ok.

If you publish the report they will see what you see when you set it up.

More info:

https://help.smartsheet.com/articles/522078-publishing-smartsheet-items#publishreports

Let me know if you have more questions!