Lock Filters in Reports

Steve Krutsch · 02/22/22

Is there a way to do this? I have a master request sheet that employees can request all types of things. I want to then setup reports for each department to see their requests. So Marketing for example can see all the marketing requests. I don't want them to be able to see HR requests though. So I would like the report to lock the filters and only show marketing requests. I don't see a way to do this? Any advice would be appreciated!

Patti Switts · 02/22/22

I have the same need to set a filter for a report and embedded dashboard views. I have many projects and would like to set by department and/or open/closed status.

Dale Murphy · 02/22/22

@Steve Krutsch @Patti Switts I recommend either publishing the reports and/or dashboards as view only, or changing the permission level of the viewers to view or comment only. But then you have to produce several reports for each view (one per department) and manage permissions between (for e.g.) Marketing and HR.

(DynamicView is probably the best solution longer term.)

dm

Patti Switts · 02/22/22

Hi Dale,

Thanks for responding. I know that doesn't work with a sheet in card view on a dashboard, sadly..... I ended up creating 3 'Group' Dashboards with the filtered reports separately as your second suggestion which works well for the Project Teams and SME base. With 30 different departments, individual department reports is not maintainable. My Executive team keeps asking for the set filter feature.

Thank you.

Andrée Starå · 02/22/22

Hi @Steve Krutsch & @Patti Switts

I hope you're well and safe!

To add to Dale's excellent advice/answer.

Another option could be the Premium App, WorkApps.

Would that 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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Patti Switts · 02/23/22

Hi Andree,

Thank you for the suggestion - that does allow for filtering. By chance do you know if there is a trick to collapse the empty columns when displaying in Card view within WorkApps?

Have a great day. Thanks

Dale Murphy · 02/23/22

@Patti Switts " I know that doesn't work with a sheet in card view on a dashboard, sadly". Which part doesn't work? Card View is now available via reports ...

I have gone as far as to create workflow that moves rows from a master intake sheet to department specific sheets - that creates lots of maintenance unless only some departments need privacy (HR usually the key).

Andree is right though. To scale a solution like that you need some additional SmartSheet tools.

dm

Steve Krutsch · 02/23/22

For a smaller company like ours the additional costs for this one use case just doesn't make sense. The problem with publish and view only is I need those departments to be able to update the status of the ticket.

Andrée Starå · 02/23/22

@Steve Krutsch

Have you explored using WorkApps?

Andrée Starå · 02/23/22

@Patti Switts

Happy to help!

Unfortunately, I don't know a way to collapse the empty columns in Card View.

It's an excellent idea!

Please submit an Enhancement Request when you have a moment

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

Andrée Starå · 02/23/22

@Dale Murphy

Card View in Reports isn't publicly available yet, so I think you'll need to update your post because it's under NDA.

Steve Krutsch · 02/23/22

https://community.smartsheet.com/discussion/comment/320555#Comment_320555

@Andrée Starå No because I believe its an additional cost. As a smaller company I can't justify the cost for this one use case.

Andrée Starå · 02/23/22

@Steve Krutsch

Ok. To clarify, if you have Enterprise or higher, WorkApps is included for licensed users.

Would that help?

Patti Switts · 02/23/22

https://community.smartsheet.com/discussion/comment/320533#Comment_320533

Hi,

Sorry Dale I wasn't very clear....'that' could be so many things..... I was referring to 'published filtered view only' didn't work on dashboards, to be fair I didn't try all the variations of permissions. Now, we do have the Enterprise version And work apps did allow to set filters.

I just started to experiment with the automation/workflow to move rows to create group specific sheets, I haven't mastered it as yet but glad to hear it's been done. It is a balance to consider long term on-going maintenance.

Thank you ! Really appreciate the help!

Steve Krutsch · 02/23/22

@Andrée Starå We only have a business level account unfortunately.

Andrée Starå · 02/23/22

@Steve Krutsch

Ok, got it.

How many licensed users?

How many would need to access WorkApps?

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