Non licensed user - report filter feature

Hello everyone,

I have a specific use case and I can't find the good way of resolving it :

I have some unlicensed users. Theses user only go on several reports in Smartsheet and just want to change some filters on the report. The fact is that you need a licence to change the filters in a report.

I only see two options for this use case :

1. I need to give licences to these users (but it represents a real cost for my organization, as these users only go on these reports and do not use all the other Smartsheet licenced features).

2. It seems that with Dynamic View I can share a view from a report. This view can be shared to a unlicensed user without any additional cost (?). Then this user can apply the filters he wants in the Dynamic View. So this second option would only cost me the Dynamic View global acquisition price.

Do you have any suggestion or advice from your own experiences ?

Thank you for your help, have a nice day,

Corentin

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Accepted answers

Bassam Khalil

Hi @Corentin Dal Farra

Hope you are fine, the Dynamic View option is good and you can use this app to improve your security option in your domain.

but if you want a free solution i advise you to make copies of the same report with different filters that those users are using then design a small dashboard contains the links for those reports and share this dashboard with your unlicensed users. so they can open the same report with different applied filters.

All comments

Bassam Khalil

Hi @Corentin Dal Farra

Hope you are fine, the Dynamic View option is good and you can use this app to improve your security option in your domain.

Corentin Dal Farra

Hi @Bassam Khalil

Thank you for your answer, I will use Dynamic View for this case. The option of creating multiple reports could work as well, I will think about it.

Thank you again, have a great day !

Corentin

Bassam Khalil

@Corentin Dal Farra

You are welcome and I will be happy to help you any time.

Andrée Starå

Hi @Corentin Dal Farra

I hope you're well and safe!

Another option could be the premium add-on, WorkApps.

https://www.smartsheet.com/platform/workapps

Is that an option?

I hope that helps!

Be safe and have a fantastic day!

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!

Bassam Khalil

@Andrée Starå

Great option, i missed it.

Corentin Dal Farra

Hi @Andrée Starå

Thank you for your answer,

I don't know well Workapps. I have tried to do some tests with unlicensed users but I need to pay a unlicensed collaborator pack first.

Anyway I tested with a report that is in editor mode for my role, and I don't see the ability to add filters on the report. So I am not sure that If I try to use the app from a unlicensed user perspective I will have the ability to add filters ?

Thank you for your help, have a nice day,

Corentin

Andrée Starå

@Corentin Dal Farra

You're more than welcome!

Unfortunately, you're correct, and there isn't a possibility to edit the filters when the WorkApp is published.

Andrée Starå

@Bassam Khalil

Thanks!

Unfortunately, It will not work for this use case because the filters are not available when published.

Bassam Khalil

@Corentin Dal Farra

Please note that workapps can be used by licensed users only.

Corentin Dal Farra

@Bassam Khalil thank you for this clarification, I understand better what I cannot try with a unlicensed user 😂

Corentin

Andrée Starå

@Bassam Khalil

FYI.

You don't need a license to use WorkApps.

You can also share with unlicensed users by using Collaborator Packs.

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