How to share reports/dashboards with the filter on Current User, without sharing the source sheet?

Hello,

I'd like my team members to have access to HR information in a Dashboard, but only info concerning them (current user) should be displayed.

I created a sheet, no one but me, has access to, listing all my team members. Then, I created a report and added a filter "Team member - Has any of - Current User". Finally, I created a dashboard and added this report to it.

But because they don't have access to the source sheet, they can't see the report (even if in a Workspace they have access to), nor the Dashboard.

Is there a way to give access to a report/dashboard with this filter, without giving access to the source sheet? The idea is to maintain only 1 sheet with all the HR info and 1 report, and not one for each team member.

Thanks a lot!

Best Answer

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi @Marie-Loup Baron

    I hope you're well and safe!

    Unfortunately, it's not possible now, but it's an excellent idea!

    Please submit an Enhancement Request when you have a moment.

    Here's a possible workaround or workarounds

    • What Smartsheet plan do you have? If you have Enterprise+, you could use WorkApps, and then you could do it precisely as you need.

    Would that 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 EXPERT CONSULTANT & PARTNER

    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.

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi @Marie-Loup Baron

    I hope you're well and safe!

    Unfortunately, it's not possible now, but it's an excellent idea!

    Please submit an Enhancement Request when you have a moment.

    Here's a possible workaround or workarounds

    • What Smartsheet plan do you have? If you have Enterprise+, you could use WorkApps, and then you could do it precisely as you need.

    Would that 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 EXPERT CONSULTANT & PARTNER

    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.

  • Marie-Loup Baron
    Marie-Loup Baron ✭✭✭✭✭

    Hi @Andrée Starå. Thanks a lot for the quick answer. I will submit an enhancement request.

    I do not have this kind of plan unfortunately so I wouldn't have the possibility to find the workaround through WorkApps.

    Thanks again for the answer and have a good rest of the week!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Marie-Loup Baron

    Excellent!

    You're more than welcome!

    Another option.

    I've developed something I call Dynamic View light, where you have one master source and then separate sheets for the other users where they can view only the information they should have access to. It could also be structured to show through a report with the current user feature.

    It's a reasonably advanced solution, but it works perfectly.

    Would that be an option?

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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.

  • Marie-Loup Baron
    Marie-Loup Baron ✭✭✭✭✭

    It might be too advanced for the information I need to share at the moment, but I'll keep that in mind for future dashboards! :)

    Thank you again.

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    @Marie-Loup Baron

    I'm always happy to help!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    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.

  • Lachlan Stead
    Lachlan Stead ✭✭✭✭✭✭

    Do you need them to edit or just view?

  • Marie-Loup Baron
    Marie-Loup Baron ✭✭✭✭✭

    Hi @Lachlan Stead . Just view.

  • Lachlan Stead
    Lachlan Stead ✭✭✭✭✭✭
    edited 04/11/21

    @Marie-Loup Baron - you could simply use the publish function if that's the case? This wouldn't work for current user filtering though unfortunately.

  • Marie-Loup Baron
    Marie-Loup Baron ✭✭✭✭✭

    Thank you for this additional information Lachlan.

  • Any update on this SmartSheet? I want to any user (Is one of...Current User) only to see data, filtered, to what they entered or created whether that's a Sheet, a Form, a Report, or a Dashboard. I would think each record (row etc.) would capture the user ID which created it for this to work.

  • Hi @Andrée Starå,

    As I understand with your Dynamic View light, where I have one master source and then separate sheets for the other users. It means if my team have 10 members then I need to create manually 10 sheets and use Copy row automation to get information of each member from the master sheet. After that, I will create 1 Report that refers to these 10 sheets with Current User filter .

    Is my understand right?

  • Hi Andre,

    Would you mind sharing the dynamic view you mention above? I am trying to create a dashboard or work app where certain program chairs at our university only have access to specific hr information based on their department and think this may help. Thank you for your time!

    Warmly,

    Aaron

    [email protected]

  • Hi @Andrée Starå

    In the work app, can I set one single dashboard that only shows the current user info in the dashboard? Similar to what the original poster asked? I have 300 people that will be viewing the dashboard and I don't want to share the master data sheet info with everyone. Is this possible in workapps. Or would I still have to share the raw data sheet with everyone?

  • lisa.bolger27646
    lisa.bolger27646 ✭✭✭✭✭✭

    @Andrée Starå you have such great insight..I am wondering if you can help me. We are using Smartsheet to proof files, and have all files on a master sheet that we don't want to have client to access. The recommendation is to put the report on the dashboard, but will this work?