Sharing reports without sharing the source data sheet

Antje B. · 11/30/20

Hi Smart Sheet Community,

maybe this question has been answered before but I couldn't find it in the forum.

I have a main data sheet and I want to share a report for easier collaboration with other departments in my company. Reports are great as they only show a selected set of columns and information without showing sensitive information that I don't want to share.

However, in order for the report to be editable for external collaborators, I seem to have to also share the source data sheet, which then makes all the sensitive information visible to all.

An alternative to keep the sensitive information from being shared, I know I can publish the report rather than share it. But then I have the issue that the team can not edit the report anymore...

Is there another way of sharing reports with a team without sharing the source report with sensitive information and keep the report editable for collaboration?

Thanks in advance

Antje

Lhahn · 02/03/21

Hi @Antje B. -

I recently ran into the same thing (just today actually with a co-worker). What is odd, is I used to be able to share a sheet without sharing the source sheet I thought. That must have changed with Dynamic View and other Reporting updates.

I've used "helper sheets" in the past to do side calculations on main sheets, but with the introduction of Sheet Summary's that went away some. Helper sheets are essentially supporting sheets that use formulas to provide the view of data required. You could build a secondary sheet with cell links or formulas that show the report view you're looking for without the use of a report.

Hope this helps!

Lynae

Lhahn · 02/03/21

@Antje B. Exactly.

Andrée Starå · 12/01/20

Hi @Antje B.

Unfortunately, it's not possible now to share a report as editable without sharing the underlying sheets, but it's an excellent idea!

Please submit an Enhancement Request when you have a moment

As a possible workaround, you could either use Dynamic View, Update Requests, or a thorough structure with so-called helper sheets as a possible workaround.

A solution that would be perfect for this use-case is the premium add-on, Dynamic View.

Is that an option?

More info:

https://www.smartsheet.com/product/dynamic-view

Would any of those options work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Antje B. · 12/01/20

https://community.smartsheet.com/discussion/comment/270298#Comment_270298

thank you for your response. i will add my comment to the enhancement requests.

in the meanwhile, could you elaborate on what you mean by "thorough structure with so-called helper sheets"?

thanks in advance!

Antje

Andrée Starå · 01/16/21

@Antje B.

I hope you're well and safe!

Excuse the late response.

Have you solved it, or do you still need help?

Be safe and have a fantastic weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

Antje B. · 01/18/21

@Andrée Starå thank you for your reply.

the issue has not been resolved. I had to move onto other projects. At the moment, the report is shared with giving all collaborators access to the main sheet and information, which I am not really comfortable with.

Could you explain how would you solve the issue through "thorough structure with so-called helper sheets"?

Much appreciated.

Thanks!

Antje

Lhahn · 02/03/21

Hi @Antje B. -

I recently ran into the same thing (just today actually with a co-worker). What is odd, is I used to be able to share a sheet without sharing the source sheet I thought. That must have changed with Dynamic View and other Reporting updates.

I've used "helper sheets" in the past to do side calculations on main sheets, but with the introduction of Sheet Summary's that went away some. Helper sheets are essentially supporting sheets that use formulas to provide the view of data required. You could build a secondary sheet with cell links or formulas that show the report view you're looking for without the use of a report.

Hope this helps!

Lynae

Antje B. · 02/03/21

https://community.smartsheet.com/discussion/comment/278086#Comment_278086

Hi Lynae,

thanks for responding. Much appreciated.

So if I understand you correctly if I create a helper sheet B that draws information from my main sheet A and I share sheet B with a colleague, I don't have to share access to the main sheet A? Is that correct?

Antje

Lhahn · 02/03/21

@Antje B. Exactly.

Antje B. · 02/08/21

https://community.smartsheet.com/discussion/comment/278099#Comment_278099

thanks Lhahn,

much appreciated!

TSummers · 01/19/24

https://community.smartsheet.com/discussion/comment/278092#Comment_278092

That works when you are only sharing something that others can view, even in the helper sheet.

I am going to have to use this option to share roll up budget data to 50+ other people that can't see each others information. I will have to create 50+ sheets with the data needed, share to the specific people, use a row report to consolidate them and then let the current user field show them what they need to see... would be so much easier if I could just leverage that current user filter directly on a report from my main sheet

Andrée Starå · 01/19/24

Hi @TSummers

I hope you're well and safe!

I'd recommend using the Premium Apps, Dynamic View, or WorkApps.

Would that 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!

Sharing reports without sharing the source data sheet

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