Viewing a Smartsheet App without being assigned to a specific role?

Sylvia Kay

Dear Community,

Is it possible to grant visibility to my Smartsheet App to a broad population in my company? What are the options for these two scenarios:

1) Someone does not have a Smartsheet account. Does one always have to have a Smartsheet Account to see a published App?

2) Someone was not assigned to a specific Role in the Smartsheet App. Does the Smartsheet App have an option to provide a general "view only" access to anyone with a Smartsheet Account?

Thank you!

Genevieve P.

Hi @Sylvia Kay

If by App you mean WorkApp, then yes, your shared users will need to have a Smartsheet account. If your plan has purchased the Collaborator Pack, then these can be free (unlicensed) or trial accounts. If you do not have the Collaborator Pack, then your collaborators will also need to have a Smartsheet License as well.

(See the heading "Plan type and license" in this Help Article: WorkApps availability and requirements)

For your second question, no, there isn't a general "View Only" access set for anyone with the URL. You would need to create a Role that limits the actions for each of your pages to "Viewer", then share this role out with specific contacts. See: Add Roles to a Workapp

If you have a specific Smartsheet item (such as a single Sheet or Report) you could use the Publish feature to create a unique URL that would allow view access to that one item. This can be sent to anyone - even contacts who do not have a Smartsheet account. Here's more information on publishing a Sheet from within the Smartsheet application (versus from within WorkApps): Publish a Sheet, Report, or Dashboard

Cheers,

Genevieve

Genevieve P.

Hi @Sylvia Kay

If by App you mean WorkApp, then yes, your shared users will need to have a Smartsheet account. If your plan has purchased the Collaborator Pack, then these can be free (unlicensed) or trial accounts. If you do not have the Collaborator Pack, then your collaborators will also need to have a Smartsheet License as well.

(See the heading "Plan type and license" in this Help Article: WorkApps availability and requirements)

For your second question, no, there isn't a general "View Only" access set for anyone with the URL. You would need to create a Role that limits the actions for each of your pages to "Viewer", then share this role out with specific contacts. See: Add Roles to a Workapp

If you have a specific Smartsheet item (such as a single Sheet or Report) you could use the Publish feature to create a unique URL that would allow view access to that one item. This can be sent to anyone - even contacts who do not have a Smartsheet account. Here's more information on publishing a Sheet from within the Smartsheet application (versus from within WorkApps): Publish a Sheet, Report, or Dashboard

Cheers,

Genevieve

Sylvia Kay

Thank you so very much, the instructions: Publish a Sheet, Report, or Dashboard are exactly what I needed to know. I appreciate your help!

Genevieve P.

No problem! I'm glad I could help. 🙂

Alex Oliveira

@Genevieve P. I have a similar inquiry. I have the Collaborator Pack to share my workApp, however, my users are not able to view the calendar app that resides within the workApp. How can they access the calendar app through the workApp?

Genevieve P.

Hey @Alex Oliveira

Think of the Calendar App as another program/website. You will either need to share the people looking at your Workapp to the Calendar app as well, or publish the Calendar if you want it visible to everyone. 🙂

Cheers,

Genevieve