Edit Permissions to a Report without access to source sheet

Natalie Gorman

Hi Lovely Smartsheet Community.

I think I am asking a question I already know the answer to, but will ask it anyway.

I have an external developer working on a project who I would like to be able to update actions directly on a report which is derived from a much larger project sheet. Due to the sensitive nature to some of the items on the source sheet I cannot share this with the developer.

I created a report thinking that if I shared this with him and gave him edit rights, he would be able to update directly, but he can't see any of the data (just presented with the headings and blank rows). So clearly this isn't the answer. I then published, only to realise that this gives view only access.

So I am concluding that unless he has access to the source sheet (which is just not an option), there is no way he can make updates directly and I will need to do these for him.

I found an old, closed thread regarding this same matter going back to 2016 and up to late 2019 where many have voted for this functionality. So I wanted to check that I haven't missed something which Smartsheet has rolled out that will solve this issue.

If not, I would love to know if anyone has found a work around. I am thinking that I could create a new sheet that links to the source sheet and share that with him, but really would rather not go down that route as I would have to create links both ways, on all columns and that just isn't really practical.

I will also submit a feature request for this as I view this as a critical collaboration requirement.

Many thanks

Natalie

Andrée Starå

Hi @Natalie Gorman

There are some workaround options.

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

More info: 

https://www.smartsheet.com/product/dynamic-view

Another option would be a solution I developed for a client recently where you can use another sheet/report linked to the main one, but only giving access to a fragment of the data.

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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Paul Newcome

You are correct that the other person would need access to the source data to be able to edit directly in the sheet.

There is an indirect option that involves helper columns, another sheet, a form, and an Update Request Automation, but that also involves possible delays between "requesting" a row and actually being able to edit it.

Does that sound like an option?

Natalie Gorman

Thank you both @Andrée Starå and @Paul Newcome for such quick responses.

I am at the end of my day now so shall consider your suggestions in the morning and will come back to you if I have any questions.

I really appreciate you help.

Many thanks

Natalie

Kayla Q

If you publish the source sheet and share the report with editor permissions, would that work?

Paul Newcome

@Kayla Q I haven't tried that, but I imagine not. The report will reference the original sheet whereas the published sheet is a completely separate URL.

Kayla Q

@Paul Newcome yes, I can't seem to get it to work. The workaround is using an update request, but it's not ideal.

Paul Newcome

@Kayla Q Thanks for sharing the results of your testing (even if unfortunately not what we were hoping for).