Permissions to only view certain rows in a large task list

Michelle Lamothe

We have an extensive "Mastersheet" for each of our projects that contains a lot of information. We also have outside partners that we want to give permission to view only SOME of the rows in the Mastersheet. Is there a way to do this without creating a report? The report becomes confusing because it doesn't indent to show parent/child status.

RossL

I am pretty sure the only way to do that is with the Dynamic view add on.

https://www.youtube.com/watch?v=2foUFy4d64I

RossL

I am pretty sure the only way to do that is with the Dynamic view add on.

https://www.youtube.com/watch?v=2foUFy4d64I

SoS | Dan Palenchar

Dynamic view is probably the best solution as mentioned above.

If you format your parent/child rows you can have a report that does show the relationship clearly.

Michelle Lamothe

Do you mean format the font and background color?

Andrée Starå

Hi @Michelle Lamothe

To add to Ross and Dan's excellent advice.

I agree that if you can use the Premium add-on, Dynamic View it would probably be the best solution.

Another method is to include the hierarchy in the rows to show together in a report or include the parent rows.

A workaround I developed recently for a client that Dynamic View wasn't an option for. Was to show the information needed in another sheet without them having access to anything else. With this method, we can keep the hierarchy if there is a pattern and if it's always the same. If it's not, it would need to be updated manually.

Make sense?

Would any of those options work/help?

I hope that helps!

Be safe and have a fantastic weekend!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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Michelle Lamothe

Yes, I started out by creating links from the Mastersheet to a new sheet so that any changes to those lines would follow through. The only problem is that it's then up to me to remember that any additional lines in the Mastersheet would need to be added to the other sheet if they are to be shown.

Andrée Starå

@Michelle Lamothe

I usually use VLOOKUP or a combination of INDEX/MATCH.

The later option it needs to be more secure.

Make sense?

Michelle Lamothe

Makes sense. Thank you

Andrée Starå

@Michelle Lamothe

Excellent!

You're more than welcome!

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Patty Vincent

I don't understand the references to Dynamic View in this post. How does Dynamic View handle hierarchy?