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

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!

Best Answer

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    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

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    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

  • 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.
    Genevieve P. Employee Admin

    No problem! I'm glad I could help. 🙂