Block Collaborators from Viewing Sheet

SYSPK
SYSPK ✭✭✭✭✭✭
edited 12/09/19 in Smartsheet Basics

I have a few hundred people I need to fill out forms, but I do NOT want them to have any access to my sheet for privacy reasons.

Is there a way to get rid of that "View in Smartsheet" link that appears in their update request email?

Thank you

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Comments

  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    I am not sure, but it sounds like you are only sending the form to registered users. The options are probably appearing because they are registered users and are collaborators on the sheet. You can collect form responses from non-collaborators, so try removing them as editors or viewers on the sheet and you will probably not see the view options. 

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  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    If you've made a user a collaborator, which gives them viewing privileges on your sheet, it makes sense why they would be allowed to see their responses after they submit their form. Just curious, why do you want them to not be able to view the sheet after submitting?

    If you think there is a valid reason for this option - try submitting a product enhancement request. 

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    I don't have a View in Smartsheet link in my Form. Can you provide a screen shot?

    https://app.smartsheet.com/b/form/3e2d2cdd42e945bfac80af4391be6fca

    Craig

     

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  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    Based on Craig's response just now I tested requiring logged in users as well and I don't have a view response option either. Only the option to send me a copy of my responses. 

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  • SYSPK
    SYSPK ✭✭✭✭✭✭

    Thanks for your responses.

    I tested it out on a non-registered user which was my personal email not associated with Smartsheet at all. And it is in the email itself that the link appears, not in the form.

    I also tried it on another personal email of mine, but it will not send because it is an "invalid user" ...

    update.jpg

    form request.jpg

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  • Mike Wilday
    Mike Wilday ✭✭✭✭✭✭

    It looks like this might be an update request or a notification rather than a form. Am I seeing that correctly? 

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    That's what I think too, Mike.

    Craig

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  • Susan McCarthy
    Susan McCarthy ✭✭✭

    Having the same problem when sending an Approval Request to clients that do not have access to our sheet keep clicking that in the email and then I receive an email that someone is requesting access to our sheet. We don't share the sheet with clients but I get two or three a day.

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  • SYSPK
    SYSPK ✭✭✭✭✭✭
    edited 09/12/18

    Thank you for all your answers!

    Support told me to do the following:

    1. Click on Account photo on top right > Account Administration > Account Settings > Alerts & Actions Permissions > choose "Least Restrictive" (need to only do once)

    2. Click on Alerts & Actions next to File > Click on arrow on right next to your automated notifications > Click on small gear sign on top right of window > choose "Any email address and third-party integration" (need to do every time you automate updates)

     

    These will solve the invalid user problem.  And Support told me that the mere fact that the recipients of the update requests are not manually shared to the sheet by me, then they should not receive a link to view the sheet in Smartsheet. And even if they go ahead and make a Smartsheet account, they will still not have access.

     

    Hope this helps anyone else.

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