Need access to ONLY specific columns in HR smartsheet

Harpreet

I need to pull certain values (from certain columns) from HR's employee status changes sheet - manager change, department change etc. However they also have certain columns like payroll change which they don't want IT to see. They don't want to create a new smartsheet with only column A, B and C and NOT D

How is it possible for me to pull value from column A, B and C and not being able to look at their column D (payroll chnage)

Jeff Reisman

You could assist them in building you a report with only the columns you need to see. They can publish the report and and give you the link. Then you can view the report only with no access to the underlying source sheet.

From this help page:

• If you’d like to share a report with somebody who doesn’t have access to the source sheets, you can publish the report and share the link. For more information about publishing, see Publish a Sheet, Report, or Dashboard.
• You can also insert the report as a widget in a dashboard. For more information on the Report widget, check out the Widget Types for Smartsheet Dashboards article.

Harpreet

I cannot use report as a reference sheet.

My goal is to link certain cells from HR Sheet (Source sheet) without looking at particular columns in their sheet to IT sheet (Destination Sheet) using INDEX MATCH

Andrée Starå

Hi @Harpreet

I hope you're well and safe!

To add to Jeff's excellent advice/answer.

Another option could be to use cross-sheet formulas and INDEX/MATCH only to collect the required columns on another sheet and then reference that sheet.

It's the only way without using Premium Apps or similar.

Make sense?

Would that 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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Jeff Reisman

@Harpreet

Unfortunately, there doesn't seem to be a way to completely lock down the ability to see a column and still be able to perform an INDEX/MATCH on the sheet. A column that is hidden to those with View access only (licensed or unlicensed) still is visible when that View access user tries to set up a cross-sheet reference to that sheet in a formula.

That being said, with an Add-On like DataMesh, you can do this. DataMesh lets you set up automation which, when you create new rows in one sheet, creates new rows in another sheet, containing only the columns from the source sheet that you select. Essentially, you could have your own version of the HR sheet that only has Column A, B, and C. The DataMesh copy of the sheet also stays synced with the source sheet.

https://help.smartsheet.com/learning-track/integrations-and-add-ons/datamesh

Andrée Starå

@Jeff Reisman & @Harpreet

I meant to collect them on another sheet and then reference that sheet. That is the only way if you don't want to look at Premium Apps or similar.

Make sense?

Jeff Reisman

@Andrée Starå Absolutely correct, on a day-to-day basis.

However, from a standpoint of Human Resources and protection of Personnel info such a salaries, being able to keep even the Smartsheet Sys Admin from seeing the data is probably pretty important. I have no idea what my co-workers make, and it's none of my business! I wouldn't be comfortable having access to scroll that column when setting up a cross-sheet reference, and my corporate bosses would consider it non-compliance with our info security policy.

Andrée Starå

@Jeff Reisman

I agree, and my suggestion would be that someone that has access to the data would set it up, or they could delete it/move it temporarily while the OP sets it up.