Premium App Permissions - All or Nothing?

ker9

Enterprise Version

Are the premium app permissions per user all or nothing?

In other words, if they are turned off, a user could not see or interact with a Dynamic View they are shared to? They could not see a pivot in a dashboard? DataMesh would not work?

Genevieve P.

Hi @ker9

This setting allows users to access specific Premium Applications, giving them a license to create within these apps. However, the ability to then interact with elements of the app depends on the specific Application.

For example, both Dynamic View and the Calendar app can be shared to users who do not have a license (or to users that have these permissions toggled off), see: Calendar App: Interact with a Calendar and Dynamic View App: Interact with a View. But! They wouldn't be able to create their own View or their own Calendar unless this setting was toggled on.

On the other hand, DataMesh and the Pivot app are workflow applications. This means that if a user has these settings toggled off, they wouldn't be able to access the Premium Application to create their own workflows... but they could see the final sheets and products that appear within the Smartsheet application (if they're shared to those sheets).

Using your example, this means that any user shared to a Dashboard that has a Pivot sheet embedded in it as a published link would be able to view the Pivot sheet, regardless of their Premium App access. The only user that has the power to create that Pivot sheet is the one who has access to Pivot turned on.

DataMesh configurations built by users who have access to DataMesh would run just fine, but users who do not have access to the DataMesh application would only see the finished product/sheet in Smartsheet. They would not be able to create their own workflows.

Does that make sense? Let me know if I can clarify anything further or if you have a question about a specific use-case and I'm happy to help!

Cheers,

Genevieve

Genevieve P.

Yes, that's correct. As a System Admin you can download a Sheet access report, but this does not include owned Premium App items, such as workflow configurations or Dynamic Views.

However, if a user has left the company and you want to check to ensure they do not have any owned Premium Apps, you can adjust the email address used for that account to gain access and then log in to each app individually to check their ownership status.

Genevieve P.

Hi @ker9

This setting allows users to access specific Premium Applications, giving them a license to create within these apps. However, the ability to then interact with elements of the app depends on the specific Application.

For example, both Dynamic View and the Calendar app can be shared to users who do not have a license (or to users that have these permissions toggled off), see: Calendar App: Interact with a Calendar and Dynamic View App: Interact with a View. But! They wouldn't be able to create their own View or their own Calendar unless this setting was toggled on.

On the other hand, DataMesh and the Pivot app are workflow applications. This means that if a user has these settings toggled off, they wouldn't be able to access the Premium Application to create their own workflows... but they could see the final sheets and products that appear within the Smartsheet application (if they're shared to those sheets).

Using your example, this means that any user shared to a Dashboard that has a Pivot sheet embedded in it as a published link would be able to view the Pivot sheet, regardless of their Premium App access. The only user that has the power to create that Pivot sheet is the one who has access to Pivot turned on.

DataMesh configurations built by users who have access to DataMesh would run just fine, but users who do not have access to the DataMesh application would only see the finished product/sheet in Smartsheet. They would not be able to create their own workflows.

Does that make sense? Let me know if I can clarify anything further or if you have a question about a specific use-case and I'm happy to help!

Cheers,

Genevieve

ker9

@Genevieve P - if we turned off permission on Dynamic View for someone who owns a Dynamic View, would that be lost or what would happen? TIA!

Genevieve P.

Hi @ker9

Yes, I believe that these owned items would break (or would no longer be accessible in Dynamic View). See the Note at the very bottom of this page: Admin Center: Add, Edit, and Delete Individual Users with User Management.

In this instance, it would be best if you Transfer ownership of a view to a different licensed user, first. Then you can remove their Premium App permission for Dynamic View without losing any configurations or views.

Cheers,

Genevieve

ker9

@Genevieve P - thank you for the information. There does not appear to be any method to detect (as an Admin) who owns Premium Apps, is that correct?

Genevieve P.

Yes, that's correct. As a System Admin you can download a Sheet access report, but this does not include owned Premium App items, such as workflow configurations or Dynamic Views.

However, if a user has left the company and you want to check to ensure they do not have any owned Premium Apps, you can adjust the email address used for that account to gain access and then log in to each app individually to check their ownership status.

ker9

@Genevieve P - perfect, thanks!

ETA: Product Enhancement Request made - we really need to know who owns premium apps. The system is less stable without this information.

Genevieve P.

No problem! 🙂