Give access to change only certian columns

Paul Molloy · 02/09/21

Hi

Is there away to restrict access to edit only certian columns

Thanks

Mike Wilday · 02/09/21

As long as your other users are editors and not admins on the sheet. You can lock the columns you don't want to be edited.

https://help.smartsheet.com/articles/522077-locking-unlocking-columns-and-rows

Andrée Starå · 02/14/21

Hi @Paul Molloy

I hope you're well and safe!

To add to Mike's excellent advice/answer.

Another option.

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

More info:

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

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 help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

Paul Molloy · 02/17/21

Thanks Andree, appreciate your help

Andrée Starå · 02/17/21

@Paul Molloy

You're more than welcome!

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

Navroz Kajani · 05/19/21

@Mike Wilday - Hello Mike, Good Day. Can you help in our case,

I have one Admin Access, and 5 Edit Access. But the 5 editors are restricted to edit whole data's. Some columns fields are created to edit by a particular person only. How this will possible?

As of my understanding, those who have the edit access license can edit all fields.

Thanks in advance for your help.

Regards

Manuel.

Genevieve P. · 05/20/21

Hi @Navroz Kajani

Editors can only edit fields that are unlocked. If a Column is locked, then they can only View the column since it's locked for any new entry. (See: Lock or Unlock Columns and Rows)

This table identifies what each type of permission is able to do: Sharing Permission Levels

Cheers,

Genevieve

Navroz Kajani · 05/21/21

https://community.smartsheet.com/discussion/comment/292118#Comment_292118

@Genevieve P - Good Day Genevieve, Sorry to ask this question again because there are still some doubts. I'm attaching a screenshot for better clarity.

Suppose one of my employee Madelana needs to have the view access from column names 'PO Date' to column 'Delivery date expected'. She also needs the edit access of columns 'Order delivery status' and 'Remarks'. She also doesn't require any access for those columns which I highlighted with red, So how this will possible in Smartsheet. Advise what kind of access I need to give her. Assume these situations may repeat for other employees also. (They also need some columns view access and edit access.)

I'm not going to send an update request every time. Instead, they have to work and update the sheet every day- I believe I can publish the sheet here.

Hope you will clarify both the queries.

Regards

Manuel.

Genevieve P. · 05/21/21

Hi @Navroz Kajani

Thank you for clarifying! If all of your employees needed to View and Edit the same columns, then locking the columns would be the way to proceed. However it sounds like you need to allow edit access to different columns, depending on who is looking at the sheet, is that correct?

If so, there isn't a way to do this from the sheet. The sheet will lock columns for all users, or have columns unlocked and editable for all collaborators. It can't change depend on who is looking at the sheet.

What you may need to do in this instance is actually split out your sheet per-collaborator. You could have individual sheets for each of them to work within, locking and hiding columns as needed per-person, then use a Report to gather the data across all sheets into one view just for yourself.

Would that work for you?

Navroz Kajani · 05/21/21

https://community.smartsheet.com/discussion/comment/292359#Comment_292359

@Genevieve P - Thanks Genevieve, It's sounds good. If I'm splitting this as 3-4 individual sheets, is there any way can I gather the individual sheet information to my master sheet by using the primary key like Excel?, Will this work in smart sheet ?

Genevieve P. · 05/21/21

@Navroz Kajani

You would want to gather the data into a master Report instead (see this Help Article for more information on Reports).

If you wanted to keep a master sheet, you could potentially use cell-links (see here) to display content from the other sheets, or build out cross-sheet formulas.

Give access to change only certian columns

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