Restricting the ability to sort

StephanieR

How can I remove the ability for staff to sort a sheet? They have to have the ability the edit the sheet, but I am having problem with staff constantly sorting the data.

Malaina Hudson

Hi, @StephanieR,

Here are a couple of thoughts.

• If your editors are licensed users, I'd recommend using a report and directing them there for their updates and sorts. If they are not licensed users, you can edit, but not sort in reports.

• If it's the same users sorting, find out why, and create a shared filter that meets their needs.

• Create an "index" in a helper column that will allow you to quickly resort the data how you designed so things can be put back in order after the other editors are finished with their sort. Just be cautious about how complicated the index system is or you'll hate yourself for it (I speak from experience).

• Threaten bodily harm. Oh, wait. That's not legal or endorsed by HR. Scratch that. ;)

StephanieR

Hi Malaina,

They are not licensed users. I have created reports for them, but they want to work out of the "big" list, why I have no idea!

I am not familiar with the Index feature. Where can I get additional information?

Thank you,

PS: Is threatening bodily harm, the same as DOING bodily harm??? Hmmm, something to ponder.

Malaina Hudson

Hi, @StephanieR,

Here are a couple of thoughts.

• If your editors are licensed users, I'd recommend using a report and directing them there for their updates and sorts. If they are not licensed users, you can edit, but not sort in reports.

• If it's the same users sorting, find out why, and create a shared filter that meets their needs.

• Create an "index" in a helper column that will allow you to quickly resort the data how you designed so things can be put back in order after the other editors are finished with their sort. Just be cautious about how complicated the index system is or you'll hate yourself for it (I speak from experience).

• Threaten bodily harm. Oh, wait. That's not legal or endorsed by HR. Scratch that. ;)

StephanieR

Hi Malaina,

They are not licensed users. I have created reports for them, but they want to work out of the "big" list, why I have no idea!

I am not familiar with the Index feature. Where can I get additional information?

Thank you,

PS: Is threatening bodily harm, the same as DOING bodily harm??? Hmmm, something to ponder.

Malaina Hudson

Hi, @StephanieR ,

When I mentioned creating a column to use as an index, it's not the same as the INDEX function. Apologies for the confusion. The use of a helper column would allow you as the sheet owner to put in a set of values that are meaningless to everyone else using the sheet, but do allow you to resort it back to its original design.

I have a couple of users like this with a preference for the sheet than the report, and who've mangled a sheet or two by sorting. I now hide an auto-number column to the far right with a sequential numbering series. then when those users sort, I just resort using the auto-numbered field. It's fast and easy to do, and reduces my less experienced sheet users' fears of doing something wrong.

You could try locking rows, as well, but that causes other problems if you need the users to be updating data in the sheets.

FWIW, my "big" list people are Excel power users who are trying to apply Excel techniques to Smartsheet because they are fearless users. And no, threatening is not the same as doing - but doing actually creates a lot more paperwork for you and your HR partner which may not be a value add activity.