Sheet Sharing

Laura

I have a sheet that I "save as new" weekly in one workspace. The workspace has 7 people but the sheet I share weekly has 5 additional people who do not need to be shared to the entire workspace but do need to see that sheet weekly. Any advice on how I can keep these people saved to the sheet without having to add them each week? 

ricki

Couldnt you just add those five people to the sheet sharing of the weekly sheet?

Laura

Yes, but when I "Save as New" for the next week they have to be readded since they arent smartsheet users 

J. Craig Williams

Laura,

 

You could create a new (second) workspace with the 12 shares (7 internal, 5 external).

The weekly sheet would reside there.

 

Craig

 

 

Laura

Craig - 

 

I thought about doing that but it would be just a workspace for that one sheet. The 5 external people dont apply to anything else besides that one sheet. 

ricki

You can add them to your address book. You would still need to add them each week but they should be easily available on your list

J. Craig Williams

Laura,

 

I thought so. You just need to weigh the cost of sharing the new sheet vs your internal users having to go to a different workspace.

 

Craig

Laura

Ricki - They're in my address book. I was just trying to find a solution to not having to add them weekly. 

 

Craig - I've decided to just export the sheet to PDF weekly and have one sheet. That solves some little inconviences I facing with the notifications, etc. 

 

Thanks yall! 

ricki

Do those 5 people need to edit the sheet or they just need it read only?

Laura

Ricki - They're Read Only

ricki

I wonder then if there is something you could do with a report rather than using the sheets

 

for example you can have a master sheet with all of the weeks items and add a column for week and then have the report filter by the max week or something and then just grant access to the report once

J. Craig Williams

ricki,

 

Reports require access to the sheet. 

But if the Report was published, then anyone with the link will be able to access the sheet (read only). 

If security is not an issue, then this may be a possibility.

 

Craig