Hiding Personal User Data

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Hello All

I have a process I am trying to build for my HR department to automate communication and requests. The process I have in my BETA environment:

One dashboard with a form and a report widget, all user connect to the same dashboard. The form allows users to enter a request to the HR department, the request will contain personal information (HIPAA). The dashboard will also contain a Report Widget with a filter of Created By "is one of" Current User so the user logged in will only see their information.

The user will need to have the ability to modify data in the report as well as add attachments, download attachments, etc.

The issue I am having keeping each users information private from other users entering request since I have to share the main project sheet to all users.


Any suggestions on the setup to obtain the project goals?

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @cthrasher97141

    I hope you're well and safe!

    I'd recommend having a look at the following.

    • Premium App, Dynamic View
    • Premium App, WorkApps

    Would any of those options work/help?

    I hope that helps!

    Be safe, and have a fantastic weekend!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • cthrasher97141
    cthrasher97141 ✭✭✭✭
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    Thank you for responding Andree

    What does the Dynamic View get, my plan does have it.

    Thank you again!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    @cthrasher97141

    Happy to help!

    You can Dynamically structure what they have access to and select what fields they should be able to see/edit and more. If you have access, I'd recommend testing it out.

    You probably have access to WorkApps, too, because it's included in the Enterprise plan for licensed users, and if you have Smartsheet Advance, you can even share it with unlicensed users. WorkApps has its access/permission structure, separate from Smartsheet.

    Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • cthrasher97141
    cthrasher97141 ✭✭✭✭
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    Will I have to share them to the underlying project sheet, that seems to be the issue?

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    @cthrasher97141

    In a Report, yes, you have to share the underlying data, but not with Dynamic View or WorkApps.

    Make sense?

    Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • cthrasher97141
    cthrasher97141 ✭✭✭✭
    Options

    Thank you Andree!

    So I am feeling a little thick on this, I have used Dynamic Views in the past but it has been a while.

    You are saying use the Project Sheet as the source for the view but how do I just show the Current User data only and not see anyone else's data without a report?

    OR

    Are do I use the report with the Current User filter and as the source for the view? Does that not force me to share the whole project sheet?

    Thank you again Andree, have a great evening!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Options

    @cthrasher97141

    You're more than welcome!

    You can either use a Sheet or a Report, then set it to reference a specific contact column for the Current User. (see screenshot)

    Remember! Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up/Awesome or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • cthrasher97141
    cthrasher97141 ✭✭✭✭
    Options

    Does it have to be a Contact Type column or can I use Created By?

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