Collaboration in Smartsheet (Saving)

lukasrobbo97 · 03/18/22

Hello,

I am just wondering what is the best way to work in collaboration on smartsheet.

Currently when multiple users are working in the same sheet and one clicks save the other users data is lost! How do I prevent this from happening. What is the best way to guide the teams on how to work with each other effectively.

Thank you for you help,

Luke

Genevieve P. · 03/21/22

Hi @lukasrobbo97

I would suggest providing your users with this Help Article that gives tips and tricks on collaboration: Work With Multiple People on a Sheet at the Same Time

My personal advice would be to Save often, especially if you see that other people are viewing the sheet. When you see the little refresh arrow appear near the Sheet Name, save and refresh so you can see what adjustments other users have made.

Cheers,

Genevieve

Cory_OWA · 02/21/25

Hi Genevieve P.

Smartsheet engineers have told me previously the only way to be sure merged saves are not occurring is by completely avoiding collaboration directly in a Smartsheet. Rather, instead of saving frequently (because this can't be enforced), use reports and dynamic views.

But the reference you provided doesn't mention this.
https://help.smartsheet.com/articles/522069-work-with-multiple-people-on-a-sheet-at-same-time

Can you explain why one approach may be more secure than the other?

Thanks
C

Genevieve P. · 02/21/25

Hi @Cory_OWA

Working in Reports and Dynamic Views are also a good way to go about this! 🙂

This post is a little older - my personal advice today would be to use the new Views which auto-save as you work (e.g. Board View versus Card View).

Cheers,
Genevieve

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