How do I have 2 owners for a sheet? What if someone deletes some data & team needs to recover data

Ailerons

Is is possible to have 2 owner for a single sheet. What if someone deletes some column/row from the sheet and there is no way to get the version history or restore the data, if the only 1 listed owner is there but on leave. How do we get this in place, without really waiting for original owner?

It would be nice if there is a way to have 2 owner for a sheet at least, so that version history/restore sheet can be accessed in case of data loss. Google Docs have a user role called as "editor" which has access to version history, trying to relate is there anything similar Smartsheet have?

Paul H

Make a second person an Admin for the sheet, pretty much the only thing an admin cant do is delete the sheet.

https://help.smartsheet.com/articles/1155182-sharing-permission-levels

Ailerons

I am an admin to the sheet, and the moment I request snapshot for the changes it gives a popup that " Request has been sent to the owner to provide you snapshot for changes"

Not sure, if I am missing something but do you mean admin can request snapshot from activity log for any changes? Is there any other way to recover earlier version of sheet.

Andrée Starå

Hi @Ailerons

I hope you're well and safe!

To add to Paul's excellent advice/answer.

Another different thing is the Activity Log. If you request a Snapshot, it will always be sent to the Owner.

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Ailerons

Thanks @Paul H and @Andrée Starå for your answers!

So essentially an owner can only receive the snapshot requested through activity log. As a team we are having struggle as the owner of sheet is away for long holiday.

What is the alternative in this case to get the snapshot without being owner available?

Brad Jones

@Ailerons

It's not elegant, but you can manually do a 'select all' + 'copy' + 'paste' into an excel sheet. It's just the visible cell data, with no rich content, but if you're in a pinch and need a modicum of security that is an option.

Sadly, Smartsheet does not have a truly 1 to 1 backup/versioning functionality. So every time data is lost, rebuilding work will be necessary: https://community.smartsheet.com/discussion/78299/restore-a-backup-version-of-a-sheet

Andrée Starå

@Ailerons

Happy to help!

Unfortunately, it's not possible at the moment to solve it when someone is away except by forwarding the email, but it's an excellent idea!

Please submit this as a Product Feedback or Idea (If it hasn't been added already) when you have a moment.

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