Sharing - Permissions by Subfolder or Workgroup

All,

I want to create a structure (I don't care if it is a folder or a workspace) for a project with 3 sheets and 2 subfolders. Each subfolder contains 2 additional sheets. I want to share the project structure with my customer, but I don't want to share the subfolders (one folder has financial information and the other has helper reports for the dashboard).

Problems with a Workspace

If I create the project as a workspace and grant my customers access to the workspace, they get access to everything including subfolders.

If I grant access to specific sheets in the workspace that keeps my subfolders internal, but the sheets are shared as individual sheets to my customers. As a result, my customers lose the readability of having the sheets grouped into folders by project (all the shared sheets of multiple projects come into a single directory for the user)


Problems with a Folder

If I create the project in the folder space (again 3 sheets and 2 subfolders), I can ONLY share at the sheet level. So again I can keep the subfolders internal, but as before my customer loses the readability of having the sheets grouped by project.


I am kind of new to Smartsheet. Am I missing something or is there a workaround?


Thanks

Best Answer

  • mattstoc
    mattstoc
    Answer ✓

    Andree,

    Thank you for the reply. That is the solution I came up with as well. The primary drawback is I put data that should reside in a single place (all the project data) in two separate places depending on who is using it. It is just not as logically clean.

    Have a great day.

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @mattstoc

    I hope you're well and safe!

    I'd recommend using two Workspaces. One internal and one external.

    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 support the Community by marking it Insightful/Vote Up or/and as the accepted answer. 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.

  • mattstoc
    mattstoc
    Answer ✓

    Andree,

    Thank you for the reply. That is the solution I came up with as well. The primary drawback is I put data that should reside in a single place (all the project data) in two separate places depending on who is using it. It is just not as logically clean.

    Have a great day.