Sharing reports without sharing the source data sheet

11/30/20
Accepted

Hi Smart Sheet Community,

maybe this question has been answered before but I couldn't find it in the forum.

I have a main data sheet and I want to share a report for easier collaboration with other departments in my company. Reports are great as they only show a selected set of columns and information without showing sensitive information that I don't want to share.

However, in order for the report to be editable for external collaborators, I seem to have to also share the source data sheet, which then makes all the sensitive information visible to all.

An alternative to keep the sensitive information from being shared, I know I can publish the report rather than share it. But then I have the issue that the team can not edit the report anymore...

Is there another way of sharing reports with a team without sharing the source report with sensitive information and keep the report editable for collaboration?


Thanks in advance

Antje

Best Answers

  • LhahnLhahn
    Accepted Answer

    Hi @Antje B. -

    I recently ran into the same thing (just today actually with a co-worker). What is odd, is I used to be able to share a sheet without sharing the source sheet I thought. That must have changed with Dynamic View and other Reporting updates.


    I've used "helper sheets" in the past to do side calculations on main sheets, but with the introduction of Sheet Summary's that went away some. Helper sheets are essentially supporting sheets that use formulas to provide the view of data required. You could build a secondary sheet with cell links or formulas that show the report view you're looking for without the use of a report.

    Hope this helps!

    Lynae

  • LhahnLhahn
    Accepted Answer

    @Antje B. Exactly.

Answers

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi @Antje B.

    Unfortunately, it's not possible now to share a report as editable without sharing the underlying sheets, but it's an excellent idea!

    Please submit an Enhancement Request when you have a moment

    As a possible workaround, you could either use Dynamic View, Update Requests, or a thorough structure with so-called helper sheets as a possible workaround.

    A solution that would be perfect for this use-case is the premium add-on, Dynamic View.

    Is that an option?

    More info: 


    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

    Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • thank you for your response. i will add my comment to the enhancement requests.

    in the meanwhile, could you elaborate on what you mean by "thorough structure with so-called helper sheets"?

    thanks in advance!


    Antje

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Antje B.

    I hope you're well and safe!

    Excuse the late response.

    Have you solved it, or do you still need help?

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

  • @Andrée Starå thank you for your reply.

    the issue has not been resolved. I had to move onto other projects. At the moment, the report is shared with giving all collaborators access to the main sheet and information, which I am not really comfortable with.

    Could you explain how would you solve the issue through "thorough structure with so-called helper sheets"?

    Much appreciated.

    Thanks!

    Antje

  • LhahnLhahn
    Accepted Answer

    Hi @Antje B. -

    I recently ran into the same thing (just today actually with a co-worker). What is odd, is I used to be able to share a sheet without sharing the source sheet I thought. That must have changed with Dynamic View and other Reporting updates.


    I've used "helper sheets" in the past to do side calculations on main sheets, but with the introduction of Sheet Summary's that went away some. Helper sheets are essentially supporting sheets that use formulas to provide the view of data required. You could build a secondary sheet with cell links or formulas that show the report view you're looking for without the use of a report.

    Hope this helps!

    Lynae

  • Hi Lynae,

    thanks for responding. Much appreciated.

    So if I understand you correctly if I create a helper sheet B that draws information from my main sheet A and I share sheet B with a colleague, I don't have to share access to the main sheet A? Is that correct?


    Antje

  • LhahnLhahn
    Accepted Answer

    @Antje B. Exactly.

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