'Report' where users cannot change parameters/filters/fields

Robocop55

I understand there are Dynamic Views, but it is a little restrictive and limited.

is there a way I can share a report with someone but not allow them to change the parameters on the top section (sheets, columns, filters)?

without locking down the entire report with "Read-only"

Genevieve P.

Hi @Robocop55

You can Share the Report to your users with Editor permissions. This means they would be able to edit the content and the rows, but they will not be able to change the top parameters or the Build of the Report.

See: Sharing permission levels on reports

Keep in mind that your users will also need to have Editor permissions on the underlying source sheets as well.

Cheers,

Genevieve

Genevieve P.

Hi @Robocop55

You can Share the Report to your users with Editor permissions. This means they would be able to edit the content and the rows, but they will not be able to change the top parameters or the Build of the Report.

See: Sharing permission levels on reports

Keep in mind that your users will also need to have Editor permissions on the underlying source sheets as well.

Cheers,

Genevieve

ljgrissom

@Genevieve P. How do you get around this if the source sheet has other info that you don't want the user shared to the report to see? Here's my use case:

I have a master action register with tasks from many projects, but I've assigned one of licenses to our marketing agency for one particular project. I've created a report that filters out everything that's not in the marketing category so they are only seeing tasks that are relevant to them. I see that if I assign them an editor role on the report, they won't be able to change the filters and see other info from the action register that is none of their business, but if in order for that to work, they ALSO have to be shared as an editor to the source sheet (master action register), then I'm back to them seeing info about other projects that are not relevant for them.

Before shifting to using a report, I first started out with copying a task assigned to them in the master register to another smartsheet, but the trouble with that is if there is a change made to a task or info added, it doesnt update the task, but rather adds another row to the task essentially creating a duplicate task, one row with some info and another row with new info.

Genevieve P.

Hi @ljgrissom

You're right, the users would need to be shared to the underlying sheet with editor access in order to edit rows in the Report.

Dynamic View can do exactly what you need! It only shows rows assigned to the viewer without them needing to be shared to the underlying sheet.

If your plan has not added on Dynamic View, then another option would be to put that Report into a Workapp so the Role assigned can edit content.

If you don't need them to edit content, you can add a Report as a Widget in a Dashboard. Or you could use cross-sheet formulas to surface content instead of copying the row. This will keep your data updating as the source updates.

As a final note, here is a related Product Idea you can vote on to show your support for the request: Sharing reports with data without even view access to the source sheet

Cheers,
Genevieve