Folder-level permissions

DonaldW

I have a Workspace with folders for different teams. Is it possible to give access to certain folders and not the entire workspace?

Currently I am giving everyone viewing access to the Workspace and the editing access to specific sheets.

It would be nice to manage the access rights on folder level

Joe Goetschel

This is one I put in as well. This is VERY important. There are too many workspaces that it becomes hard to navigate.

dhall

When creating a Workspace to be shared with multiple teams who all report to the same leadership, some information within that team shouldn't be shared in between teams.

An example would be, we are all using the PMO template to manage our projects and all reporting to the master portfolio for leadership to review. However, my team's projects may not need or should not be seen by others outside of my team and leadership. The metadata of the project (status, health, etc.) doesn't matter but the details (project sheet, tasks, etc.) should be hidden from others.

It would be nice to be able to share the entire Project Folder with the relevant project participants instead of having to share each individual sheet/report, or giving them too much access to the entire workspace.

dhall

Adding to my previous comment, we just had a situation where editor's cannot create or save as new in the workspace. But if we were to make them admin on their team's respective folders within the workspace, then they would be able to "Save as new" from the PMO template to only their teams folder.

Damientronus

I can't second this enough!!

It would be nice to be able to share the entire Project Folder with the relevant project participants instead of having to share each individual sheet/report, or giving them too much access to the entire workspace.

Paulo Ferrer

Hello SS Community:

I work in an organization structured at global, regional and local levels (business units). Each BU has several departments with different projects. The separation that exists in SS only in Workspace as the main form of sharing doesn't make life very easy for this type of granular structure. The ideal would be to be able to reproduce the organization and its levels within Smartsheet itself, with the possibility of access control and sharing at the level of folders and subfolders. I've seen discussions on this topic in the past and am aware of the complexity of development. But I find it interesting to keep this perspective under study. It is very important for an organization to be able to reproduce its structure in a management system.

Joe Goetschel

I hear this is on the Road map after talking to some employees at engage!!! Fingers Crossed it is soon!

Almudena Caro

We are experiencing the same issue. We work with suppliers that work on our projects. We need them to access the project plans and specific reports and be able to edit or even be admins without them accessing the entire workspace that contains internal reports and dashboards. These suppliers usually work with us on multiple projects at the same time, and not being able to share a specific folder within a workspace makes it very difficult for them to navigate and find the correct information.

Gabi

At the moment access rights can only be set on workspace or individual items. Would be great if access rights could be managed on folder level as well.

Dropman

I would like the ability to set permissions within folders contained inside a workspace. Right now, I have to create multiple workspaces for the same project to be able to control which users have access to certain sheets for the project.

Ideally, I would like to see a deny permission. Any user set to this permission for a sheet or folder in a workspace would not see this sheet or folder once inside the workspace. The deny permission should take priority over view, edit, and admin permissions. The deny permission should not be allowed to be set for the sheet or folder owner.

M F

This is super important. We do have an Org-wide Workspace and team folders within. Seems that we can’t give staff admin or editor-can-share permission to their team folder only. When we set permissions, they automatically get them to the entire workspace, which is a problem.

What’s the solution, please?

donnasands

I support the folder-level permission feature being a critical one. We leverage Smartsheet for client facing projects, and it is inefficient to have the external sheets in 1 workspace and the internal sheets in another.

Colleen Patterson

https://community.smartsheet.com/discussion/comment/343919#Comment_343919

You can do this with Control Center, and set sheet sharing based on different sheets or dashboards. For example, when I spin up a project, all sheets are available to internal team participants, but only the overview reports and dashboards are available to clients. These can be pre-configured, and people shared to sheets during the provisioning process.

Syed Muhafzal

We can give access to sheet or workspace, we should have a function in giving access to users based on folders - so if I have 3 folders in a workspace and 20 sheets in each folder, and i only want to share Folder A to MR A, I should be able to only give access to users to only ONE folder. Currently I am giving access on individual sheets.

Brian Wengerd

we use smart sheet to manage our tasks for the whole company, and have them all within one workspace. we have lots of files within each folder and it would save a lot of time and make it a lot easier if we could share a folder instead of each individual file inside the folder.

KarinaCortez

My organization would love to see this as a new enhancement, we've deployed Smartsheet in the US & Canada and both countries work drastically different so sharing has been a huge roadblock for us as some departments have approvals to do in folders that live in workspaces that are shared with those who make the requests. We can't separate them due to our architecture build so having this feature not only would enhance performance but allow us to bring in more of our company to the platform.