Access of a Report via Dashboard

bday2329 · 10/01/18

Background:

I have created a form to capture Company personnel’s proposed ideas to improve cost savings, quality and safety. With this I have also created a Dashboard to give a snapshot of the progress of all Idea’s submitted.

On the dashboard I created a button that I had intended for a person without a Smartsheet sign on can get a status on the progress of their idea by their email address they entered on the form.

This button points to a report that selects items by “Current User”

However, when a non Smartsheet user tries to use the button they get that they do not have permissions to access the report document. I want to avoid everyone who submits an Idea from having to have a Smartsheet Sign on.

So from there I tried publishing the Report but that just allowed them to see a report of my ideas that I entered.

So my question is there a way that I can have Non Smartsheet people be able to access their information they submitted through the form via the Dashboard with the selection criteria of “Current User”?

Thanks in advance for your help

Bday

Andrée Starå · 10/01/18

Hi Bday,

Current user reflects the user that is logged in and viewing Smartsheet. I can think of some workarounds, but I'll need some more information.

Is it ok that everyone can see each other's information?
How many users are involved?

I hope this helps you!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

bday2329 · 10/01/18

Andree,

Thanks for the quick response, appreciate it

#1 - yes but was trying to avoid people having to sift through to find their Idea these people will not be Smartsheet savy

#2 - In the last collection of Ideas (Ran from 01/18 thru 09/18) there were 42 individuals that participated out of 2 -3k of employees. Sr. mgmt is hoping engagement will be better this time

Andrée Starå · 10/01/18

Happy to help!

Do you need to have everything in one sheet or could it be divided by department or similar?

Would it work if you or someone else added all the participants as they submit ideas?

Maybe have a dashboard per department that shows engagement and also a master dashboard for the whole company? What do you think?

bday2329 · 10/01/18

Andree,

#1 - Sr Mgmt wants to have all idea entries centralized in one sheet so that we can do metrics

#2 - Not sure what you mean when you ask "added all the participants", as part of the forms data we capture First and last name, their email address, location etc so we have that info in the Sheet.

#3 - Good idea however I already presented that to Sr Mgmt and they opted for 1 dashboard

It is looking like I have at least 3 options

1 - Remove the button completely from the dashboard and have Sr Mgmt notify people of the Status via company email

2 - Leave the button and require participants to have a Smartsheet Sign on if they want to use

3 - Publish my main Smartsheet and have "The button" access all ideas and let them scroll thru the document to find theirs

Andree - thank you for taking the time to help me today. You were helpful in getting me to look at the situation differently.

Andrée Starå · 10/03/18

Happy to help!

Access of a Report via Dashboard

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