Dynamic View - Sharing with multiple emails & Restrict View

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Julie Hinton
Julie Hinton ✭✭
edited 06/14/22 in Add Ons and Integrations

Hello,

I am using Dynamic View to share records with multiple external businesses. The sheet I am using as a source has thousands of records, but I have restricted the view by the current user using the Primary Business Contact email for each of the businesses so that they can only see the records associated with their business.

My question is, if I have already restricted this view to the business contact (which is a contact column from the sheet) do I still need to add the emails from each of the business contacts to the Shared Users list? If so, how can I add multiple emails at one time? If I copy/paste the list from the source sheet I just get one long running email, not separate emails. I can't imagine there is not a way to do this without adding a hundred separate emails manually.


Also, why is there no way to preview a Dynamic View? I do not love having to add a dummy record for myself just to make sure that everything is working 🤨

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
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    Hi @Julie Hinton,

    Think of the Restriction to Current User at the beginning of the set-up as the Filter for the view, separate from Sharing it out your contacts and giving them access to the link. This means that yes, you will need to both Restrict the view and Share it to your contacts for them to have visibility into what you've created. (See: Configure View Conditions and Sharing Logic.)

    In regards to sharing, you can either share the view individually, by domain, or by a group. Based on your set-up, I would suggest setting up a Group in the Admin Center that contains all these business contacts. You can bulk copy/paste email addresses into a Group to upload them at once (see: Admin Center: Manage and Use Smartsheet Contact Groups). Then you only need to share this one group to the Dynamic View to provide them with access.

    In regards to a preview, you can set up and configure the view without sharing it out to anyone else to test the different features. You could also take out the Restriction to Current User until you're ready to enable this setting, and instead Restrict it by a test Filter on the source sheet (a filter based off of one business contact, for example).

    If there are other features you'd like to see included, I'm sure our Product Team would love to hear your feedback! Please fill in this form here to contact them with your suggestions.

    Cheers,

    Genevieve

  • AlanWilliams
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    Hi, to the original question which I don't think was answered, I can't find a way to paste a list of emails into the "Shared Users" box. I have tried a number of delimiters (comma, semi-colon etc.) but they do not work.

    I understand groups etc. but seriously why can't I just paste some email addresses? Is there a good reason to restrict this function on this one input box?

    Seems to me to be a bug or an oversight. Please resolve this SmartSheet.

  • Genevieve P.
    Genevieve P. Employee Admin
    Options

    Hi @AlanWilliams

    You're correct, there currently isn't a way to paste in multiple email addresses to the "Shared Users" box at the same time; you'll need to paste them in one at a time and hit enter each time.

    Please submit your feature request to the Product team by creating an Idea Post in the Smartsheet Product Feedback and Ideas topic here in the Community. This will allow other users to vote on your enhancement idea!

    Cheers,

    Genevieve