User Subscription Model Change - Implications on your business?

Thank you @Genevieve P. (I hope you are enjoying Engage!!)

I hope this helps clarify for you too @Emily T.

Kind regards
Debbie

Our business is the same. Looking at an increase from 20 to >400. We will never be able to justify this use on users which use the platform a few times a month. We are quickly trying to remove the need to use Smartsheet for more bespoke business process solutions and leave only the outstanding use cases for Projects (which there are many alternatives).

With budgets being agreed, we have yet been given clear pricing, but it is looking more likely we will be planning to phase out Smartsheet going forward. Shame, because the original selling point for Smartsheet just isn’t cutting it with, and on a per user, no free collaborator model there are better products in the market.

In agreement with all the noted concern and would like to add my concern with the limited ability to designate creators vs editors. We don't want users going rogue and coming up with their own processes and going off book. With the current model, we are able to curate the experience of Smartsheet, but if anyone who needs to edit is also able to create then we lose the ability to manage roles to the desired detail. It would be an easier pill to swallow if in their new licensing model they offered a creator role and price and editor/commentator role and price.

Hi @Roland Horwood

I believe guests are continuing to be able to edit your sheets free of charge without the need to purchase their own license (or use one of yours).

I found this statement on a Smartsheet Help Article:

Guests

 are users outside of your company, available only on our Business and Enterprise plans, who can edit and comment on items shared with them. You're also not charged for these users.

Does this help?

Kind regards

Debbie

@RVgs

I've heard Dynamic View (albeit a premium app) might offer a workaround for the editors. Alternatively we have a tool that might help you too.

Feel free to make contact with me so I can explain a potential alternative. My contact details are in my profile data.

Kind regards

Debbie

As a non-profit, Smartsheet enabled us to move quickly during COVID. Among other things, we Smartsheets to enable emergency drive thru food distribution to countless people in needs. Smartsheet has continued to add value in many places, but the new licensing model is changing this.

Cost increases to this scale are not easy to manage and absorb as a non-profit. Our rep does note seem to care or have any ability to assist. We cannot quickly pull out of Smartsheet without disrupting business. The new model will drive up cost this year and next. In addition to cost, the auto-provisioning is going to create extra work just to stop something we do not want turned on.

I've been a longtime supporter of Smartsheet. Unfortunately it seems that Smartsheet does not seem to value it customers with the new model. We are a mission driven organization and I would encourage Smartsheet to think about corporate social responsibility and not just revenue.

@Debbie Sawyer what would you offer to non-profit organizations like us to mitigate the disruption and cost increases? We would love to continue using Smartsheet to support our community, providing food and support to those worried about where their next meal will come from.

Thank you,

Mark

Hi @Mark at ACCFB

Thank you for sharing your concerns, and I deeply admire the work your organization is doing to support those in need. I understand how challenging it can be to manage costs as a nonprofit, especially when facing unexpected changes like the new licensing model.

While Smartsheet’s pricing changes may pose difficulties, I’d love to help mitigate some of the disruptions for your team. Here’s a potential solution to address one of your challenges: enabling viewers to update sheet values without requiring additional licenses.

Below is an example setup using formulas and automation in Smartsheet. This indirectly allows a viewer to interact with and update sheet data via a pre-filled form.

I’ve created a demo sheet to showcase how this works. [Link to demo sheet] (Please log in to Smartsheet to access).

Solution Overview:

This approach offers two methods to leverage URL query strings for updating or managing data:

1. Direct Data Update by Form: Viewers can input new data into a secondary sheet using a pre-configured URL. This data is then dynamically retrieved in the primary sheet using formulas and an ID-based key.
2. Initiating Update Requests: The URL query string can also be used just to retrieve the ID (key) and Created By values, allowing a viewer to initiate an update request. Those changes trigger an automation to notify the viewer via email, prompting them to provide additional updates.

Both methods utilize formulas and Smartsheet automation to streamline processes and ensure the integrity of your main data set.

https://app.smartsheet.com/b/publish?EQBCT=bcd0aaf5b41f4776866bde7827952588 (Link to demo sheet, you need to login to Smartsheet)

[Primary Column] =IFERROR(INDEX({Form Sheet : Primary Column}, MATCH(ID@row, {Form Sheet : Row}, -1)), "")
[Data 1] =JOIN(COLLECT({Form Sheet : Data 1}, {Form Sheet : Row}, ID@row, {Form Sheet : Latest}, 1))
[Data 2] =JOIN(COLLECT({Form Sheet : Data 2}, {Form Sheet : Row}, ID@row, {Form Sheet : Latest}, 1))

[Requester] =JOIN(COLLECT({Form Sheet : Created By}, {Form Sheet : Row}, ID@row, {Form Sheet : Latest}, 1))
[Created date] =JOIN(COLLECT({Form Sheet : Created}, {Form Sheet : Row}, ID@row, {Form Sheet : Latest}, 1))
[Initiate Update Request from here] =SUBSTITUTE([Form URL]# + "?ID=" + ID@row + "&Primary Column=" + [Primary Column]@row + "&Data 1=" + [Data 1]@row + "&Data 2=" + [Data 2]@row, " ", "%20")

Viewers can initiate updates via a pre-configured link in the [Initiate Update Request from here] column. This link uses URL parameters to pre-fill form fields with existing values. Once they submit the form, the secondary sheet records the changes, and formulas in the main sheet automatically update the data.

• To change the values in the Primary Column and Data 1 to 4, a viewer can click the link in the [Initiate Update Request from here] column.
• Using the URL string query, the link pre-fills the ID and presents the values of the Primary Column to the Data 2 column.
• When a viewer inputs data, the second sheet gets new values, updating the Primary Column to the Data 2 column.
• The Requester column's value also changes, triggering the update request automation. So, the viewer gets an email to update Data 3 to 4.

This approach requires no additional licenses, leverages existing Smartsheet features, and allows for dynamic updates without compromising the integrity of your main data set.

https://app.smartsheet.com/b/publish?EQBCT=875922ddae914c61ad62bd47ec56248d

[Latest]=IF(MAX(COLLECT(Created:Created, ID:ID, ID@row)) = Created@row, 1)

How This Helps:

• Cost Efficiency: Viewers can update data without needing additional licenses.
• Simplicity: Automations and formulas reduce manual effort.
• Customization: You can adapt the setup to suit your specific workflows.

If this solution aligns with your needs or you have other specific challenges, please don’t hesitate to contact me. I’d be delighted to assist you further—pro bono!

I hope Smartsheet will continue to play a valuable role in your mission.