Adding free collaborators to resource view

Mike Gutzschhahn

Hi,

 

in oredr to plan 3rd party resources who don't have SmartSheet we wonder if we can invite them as free collaborators to be able to have them assigned to tasks and check their resource allocation. On a broader level it can be imageined as "virtual users". There is no need for them to use SmartSheet anyway but we must be able to plan their allocation.

 

Thanks a lot

Mike

J. Craig Williams

Mike,

 

To be seen in the Resource View, the resource only needs an email address and to be a user in your system.

That email address does not need to validated, that is the user does not need to be active.

 

Setting up a user that won't be using Smartsheet but is a resource (contractor, room, truck, travel projector, future / potential employee, etc...) is easy.

 

Just create the user

 

Bob_The_Contractor@not.a.real.email.com

 

and start giving them assignments.

 

Now that you have something assign to the resource, reports (which can be sent as attachments to non-users) are also available, easily.

 

Hope this helps.

 

Craig

Mike Gutzschhahn

Hi Craig,

 

after setting everything up we recognized that creating a user, even with an invalid email address, will consume one licence. This introduces quite an issue as those people don't need to have access to SmartSheet. And for the sole purpose of managing ressources having to spend a licence seems somehow unfair.

 

Maybe we get the context wrong. Anyhow, what would you suggest?

 

Many thanks

Mike

J. Craig Williams

The invalid email user does not need to be a licensed user, only a user in your system.

 

Licenses should be reserved for persons (real) making changing to the infrastrusture of your environment - adding and owning objects (sheets, reports, etc...)

 

If you have more than 1 in 10 users with a license, you either have a very small org, lots of different ways to do the same thing, or a team that needs to create new sheets at a rapid rate. At least, in my opinion.

 

Craig

Mike Gutzschhahn

Hi Craig,

 

thanks a lot for your fast reply. Maybe to point I am struggling with is that I am not able to add a user as I am not admin. When I'm in the SmartSheet I have assigned a process to a person but those are not available, as they are not part of the organization, in the resource view.

 

Cheers

Mike

J. Craig Williams

You'll need to find a SysAdmin in your org to set up the other users.

Craig