Smartsheet data repository

sahilhq

Hi all,

I am considering setting up a data Smartsheet as a repository for confidential files and to track who accesses them and when. Is this something anyone on this community has implemented using smartsheet before? I don’t want to just be able to send files and see they were opened, I want to be able to the full history of who opened which files, when and how often etc.

Matt Johnson

Hi @sahilhq

Have you accessed the activity log before? I think it covers everything you want to track. The button is circled in red below. For the "how often", you'd probably need to create a template with a formula for that. You can download the activity log and then drop it in the template for that metric.

sahilhq

@Matt Johnson Many thanks for the response. Yes, I have accessed the activity log feature of Smartsheet before. Can you kindly elaborate a bit more on the template and the formulas that we may end up setting up for the "how often" part of my question? I think I know what you might be referring to but I am keen to understand your idea a bit more.

Matt Johnson

@sahilhq

It really depends on how detailed you want to get, how often you want to report on this data, and who needs access to these reports. Maybe start easy and see how useful this information is and expand from there.

Probably a COUNTIFS formula to count the person and numbers of times different actions occur.

I hope that helps. Have a good day.

Andrée Starå

Hi @sahilhq

There is a premium add-on, Event Reporting that can provide you with much more information. That might work to give you better data.

Is that an option?

More info: 

https://help.smartsheet.com/articles/2479296-event-reporting-monitor-how-data-is-used-across-your-organization

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

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