Welcome!

Manage entitlements in a sheet!

I managed severals collaborators and for easier management

I want to create several task in one sheet that will be assigned to different collaborators and I want each collaborator to allow see only the affected tasks. It's possible?

Find more posts tagged with

Comments

Jessica Bradbury

There are many ways to do this. The way best for you will depend on the way you are sharing the Sheet, the Collaborators Permissions, and type of Smartsheet Account.

If all of the Assigned To users are on your account and they have editing rights to your sheet, then the best way would be to make a filter so that the "Assigned To" Column (which should be a Contact Column) is equal to the "Current User". Then you would make that your default view for sharing. (Keep in mind, if you're not Assigned To any of the tasks, you won't see anything while the sheet is filtered. This is based on the Smartsheet user logged in.) Please see attached photos.

If you'd like further instruction, I'm happy to help.

Create Filter based on Contact Column1.JPG

Default View - Current User.JPG

harouna ba

Hi Jessica,

Thank you for the answers, unfortunately I can't assign a task to a collaborator without him seeing the other tasks.

in your answer you say " "Assigned To" Column (which should be a Contact Column) is equal to the "Current User". But, if I use the equal Option I cannot have "Current User option". Please see attached photos.

Would you have another solution to assigned task to the collaborator where they can see only the tasks assigned to them?

Capture d’écran 2018-02-04 à 09.08.46.png

Filter Access.png

harouna ba

Answer from Stephanie:

Hi Harouna,

It is not possible to share a user to a Sheet and have them see only their tasks. If you share the Sheet, everyone can see everything in that Sheet.

There are a couple alternatives though:

If you need the user to be able to make updates
1. Set up Update Request to go to the user. A form will be sent to their email. It will show only tasks assigned to the user, and they can make updates to those tasks
If you just need the user to be able to view their tasks, but not make updates
1. Create a Report and set the criteria to only pull in tasks assigned to the user.
2. Next, click the Publish button to publish the Report to a live URL.
3. Share this URL with the user and they will have a live view-only report of their tasks.

Cheers,

Jessica Bradbury

I'm sorry, I didn't mean "is equal to" it should be "is one of" then you can select Current user. Then when sharing the sheet, you'd make that the default filter.

Another option would be to build a report based the collaborators. This is very easy & real time.

Are you familiar with Reports? If not i can help walk you through creating one.

Is One Of Filter.JPG

harouna ba

Hi Jessica,

Nice to read you again.

I'm not familiar with Reports, yes you can show me.

Sign in to join the conversation!

Quick Links

Trending discussions

Not enough space in the cell for my notes
Hi, I'm using smartsheet to track updates on each task in a tracker. These updates may span over a year, so they get lengthy. I was excited about smartsheets because viewing these notes is a lot cleaner. However, I've just realized that there is a content limit to a cell, which is a huge issue. While excel was annoying to…
how can i overlap 2 tasks.
Hello, i've a question about 2 tasks. Task 1 has for example 4 hours and should be on day 1 for example 6 january. Task 2 has 30 hours and should be on start on 4 january and futher. How can i manage that on 6 january task 2 has only 4 hours? Now i got the message user is over-allocated because task 2 is planned on a full…
Update Automations
Hi All, We have several update automations on various solutions - and have worked very well for getting info from people that dont have smartsheet access - how ever in Sept we switched over to SSO and MFA and activated the Safe Share - We have now run into an issue that when our update automations trigger and people within…