do I have to grant access to the source grid for others to view reports?

Sven Krohn

Hi,

lets say I have a sheet with 10 columns. 7 with general information, 3 with sensitive data.

Now I want to share the general information with others. So I create a report with the 7 columns and share it accordingly. The people I´m sharing it with keep saying that they are looking at blank pages. They might see the headers, but no line content.

Do I have to grant access to the source sheet? But this wouldn´t make sense because then they would be able to see the not-selected columns with the sensitive information too.

What am I missing?

Thanks!

Andrée Starå

Hi @Sven Krohn

I hope you're well and safe!

Yes, you'll have to share the underlying source sheets for them to see the data.

Here's a possible workaround or workarounds 

• Publish the Report and share the link
• Inset the Report in a Dashboard as a Widget
• If you have Enterprise or higher, you could use the WorkApps feature and share the Report without them needing access to Smartsheet at all.
• Use a so-called helper sheet where the specific data you want to share is included, and then use that for the Report

Would any of those options work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Sven Krohn

Hi Andrée,

very helpful! Thanks!

2 follow up questions on that:

1. I´m not familiar with the helper column. How would that help in this scenario?
2. if I add a report to work-apps, would I be able to edit the content there?

Andrée Starå

@Sven Krohn

Excellent!

Happy to help!

Please see my comments/answers below.

1. I´m not familiar with the helper column. How would that help in this scenario?

[Andrée Starå] Apologies, I meant, Helper Sheet. You'd link to the Helper Sheet by using Cross-Sheet formulas or Cell-Linking.

1. if I add a report to work-apps, would I be able to edit the content there?

[Andrée Starå] Yes!

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Andrée Starå

@Sven Krohn

To add.

Another option could be the Premium App, Dynamic View.

Could that be an option?

Sven Krohn

D-View: yes, but it´s just easier and so much quicker to use a report.

Thanks for all your support!!

Andrée Starå

@Sven Krohn

You're more than welcome!

Ok. I'd recommend testing the WorkApps option then.

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Peggy

I am having a similar issue, i tried both options and they don't work.

• Publish the Report and share the link
• Inset the Report in a Dashboard as a Widget

thanks,

Peggy

Samscho

I'm having this issue also. Smartsheet support told me that a published report will still only show information that was available to the person who published it. So unless I'm misunderstanding that won't achieve what I need. I need a report that filters by 'current user' and allows that user to see confidential information that is only intended for them without letting them see the other information on the sheet. I guess I'll google 'premium app, dynamic view' next.

Paul Newcome

@Samscho Yes. You will need Dynamic View for this.