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Edit option to colloborators

Jayadevan V
Jayadevan V ✭
edited 12/09/19 in Archived 2016 Posts

 

Hi,

I am new user to Smartsheet. Would like to know whether I can create a filtered Report with selective columns and then send to colloborators for editing.    I understand that to achieve report editing, need to give complete share to the sheet ?  

 

I want to restrict users to use only the rows and columns that are permited to use.

 

Thanks in advance.

Regards,

jay

 

 

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Comments

  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jay,

     

    Depending on your use case, you may want to create separate Reports for each user.

    Build the "Who?" portion in the Report Builder with each user.

     

    You can also set the columns visible in the Report Builder.

     

    And then you'll Share the Report with each individual user. 

     

    Hope that helps.

     

    Craig

     

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  • Jayadevan V
    Jayadevan V ✭

    Thanks for the support

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  • Jayadevan V
    Jayadevan V ✭

    Thank you.

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  • Jayadevan V
    Jayadevan V ✭
    edited 03/20/16

    Hi Craig

     

    I have assigned user called "jayk@gmail.com" in "WHO".  Then I have logged in as Jayk@gmail.com from my mobile, but unable to see the records.

     

    I gave full sharing to the sheet, then the filtered report is coming correctly.

    Please help.

     

    Regards,

    Jay

     

     

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Jay,

     

    Share the Report and the Sheet. If the person is not a licensed user to the Sheet, then they won't be able to see the data.

     

    Craig

     

     

     

    SS_Comm_JayK_01.jpg

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  • Travis
    Travis Employee
    edited 03/22/16

    Craig, that is not entirely correct... If you share a sheet with a user - regardless of if they are licensed or non licensed - they will have access to all the data in the sheet. 

     

    Jay, to answer you question - in order to see and edit the data in a report, they will need to be shared to the underlying sheet which will give them access to the data in that sheet. 

     

    The only open to give users editor access to a subset of a sheet is to use Update Request which can be set to include specific rows and columns. These expire after each use but can be set to send on a recurring basis. 

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    All,

     

    Jay shared the Sheet and the Report with me.

    Here's some screen shots to go over the problems.

     
    Which are:
     
    1. Not reporting on the correct column
    2. The column is not the correct type
    3. And likely the sheet is not shared to the users wanting to see the data (see Travis' comments above)
     
    So on to the details.
    The criteria (Who?) is looking at the Assigned To column, but there is another column where the Technician's name is entered. 
     
     
     
    Lastly, there is a work-around here that I had not considered before.
    By having a "dummy" email (corporate or gmail) where someone has gone ahead with the process of getting a real account with that address, then everyone could log in using that VERY non-secure email address and see a Report that was using the AND condition for their names. You'd need to build a report for each, but you have to do that anyway.
     
    Feature Request: Report on "Me" as the criteria. 
    So, Sally opens up the Sally Task Report by using the dummy email account and she sees her tasks without being shared to the sheet - of course the dummy email is and as soon as someone figures that out they can access the system. As I said, a VERY non-secure solution but I can see a VERY non-secure usage for it.
    NOT RECOMMENDED.
     
    Craig
     

    Reports_not_working-01.jpg

    Reports_not_working-02.jpg

    Reports_not_working-03.jpg

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  • J. Craig Williams
    J. Craig Williams ✭✭✭✭✭✭

    Oh, and yes Travis. Got me again.

     

    Craig

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  • Jayadevan V
    Jayadevan V ✭

    Thanks for the detailed narration.  I will recheck and confirm to you.

    Thanks once again.

     

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