How to avoid deleting a row/column in smartsheet
Hello,
We have realized that a user removed a row from the smartsheet.
I was wondering if we can keep people from being able to remove a row - while still allowing them to edit information?
Any suggestions please?
Comments
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I would suggest setting up your Sheet by locking the columns you do not want to be updated and then give only Viewer permission to the Sheet. Next create a Report looking at the rows & columns that you need; then give Editor permission to whoever needs these rows.
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Unfortunately, if someone can edit a sheet, they can delete a row. Even locked rows. The only thing locking it does is keeps someone that is not the owner or admin on the sheet from editing any cells within the locked row or column.
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Hence, creating a Report will provide damage control.
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You cannot directly edit the data in a report. It just pulls all of the data together. Report or not, there will still have to be editor permissions on the sheet for whoever needs to enter data, thus creating the risk of someone deleting a row or column whether accidental or not.
Although... Depending on the amount and complexity of the data being entered, giving view only access to a sheet and creating a form that can be accessed by anyone would keep people other than the owner and admin(s) (if any) from having the ability to delete anything but would still allow people to review what has been entered.
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Please read the original question:
Can I give them the right to edit and not allow them to delete a row. Straight up, the answer is NO.
Currently, any editor can delete an entire row and there is now way to stop them. Restoring a row from a backup copy does NOT restore the cell histories or other tracking information related to the cells/comments/attachments/changes.
This is a long running issue. Please see the following posts:
June 2015
https://community.smartsheet.com/discussion/rows-being-removed
August 2015
https://community.smartsheet.com/discussion/revert-old-version-sheet
August 2015
https://community.smartsheet.com/discussion/avoid-shared-person-delete-my-row
August 2015
https://community.smartsheet.com/discussion/conditional-lock
August 2015
https://community.smartsheet.com/discussion/find-deleated-items
October 2015
https://community.smartsheet.com/discussion/retrieve-deleted-data
January 2016
February 2016
March 2016
https://community.smartsheet.com/discussion/prevent-deletion-rows-if-it-contains-locked-cells
May 2016
https://community.smartsheet.com/discussion/allowing-team-members-update-smartsheet
June 2016
https://community.smartsheet.com/discussion/prevent-deletion-rows-enhancement-request-again
June 2016
https://community.smartsheet.com/discussion/delete-rows-employee-avoide-tasks-completion
June 2016
https://community.smartsheet.com/discussion/deleted-rows-there-way-find-out-who
July 2016
https://community.smartsheet.com/discussion/historychange-deleted-rows
October 2016
https://community.smartsheet.com/discussion/block-rows-been-deleted-editor
February 2017
https://community.smartsheet.com/discussion/admin-deleted-bucket
March 2017
https://community.smartsheet.com/discussion/retrieving-lost-data
March 2017
https://community.smartsheet.com/discussion/viewing-deleting-rows
June 2017
https://community.smartsheet.com/discussion/web-form-submissions-disappearing
July 2017
https://community.smartsheet.com/discussion/retaining-deleted-info
September 2017
January 2018
https://community.smartsheet.com/discussion/adding-back-deleted-rows
March 2018
https://community.smartsheet.com/discussion/overwritten-sheet#comment-67946
June 2018
https://community.smartsheet.com/discussion/questions-new-user#comments
July 2018
https://community.smartsheet.com/discussion/retrieve-deleted-sheets
November 2018
https://community.smartsheet.com/discussion/activity-logrows-deleted#comment-124356
For now, make sure that you have your backups scheduled for your workspaces. One note, backups are not exactly complete (excel exports to be exact), so if you need a true backup of your data in Smartsheet with a complete history, I recommend keeping redundant dated copies of your most critical sheets.
This problem needs to be fixed, and is important, but has not been given the attention that it deserves. Please fix this Smartsheet.
Keep in mind that even with the backup:
1. You will not be able to restore any cell history.
2. You will not be able to put the comments back in with the correct layout. (time/date/user stamped, etc)
3. You will not be able to restore the original value of any system column where an index was created. (e.g. a unique ID or counter)
4. You most likely will not be able to restore the attachments correctly because even with a backup none of the attachments have markings to show what row they were attached to.
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"Please read the original question:
Can I give them the right to edit and not allow them to delete a row. Straight up, the answer is NO."
There answer is not STRICTLY "NO". Update requests give you the ability to allow someone to edit an existing row without being able to delete the row itself, and forms allow someone to add a new row.
Those two options may not be ideal, and they certainly won't fit every case, but they are options none the less.
I do however agree that there should be an easier way of keeping editors from deleting rows without having to deal with the hassle of forms/update requests.
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You make a fair point Paul, it is not 'impossible' to allow someone to edit a row without giving them edit rights to the sheet. I spoke regarding a use-case that I though the requester intended.
One could strictly allow people to edit via Update Requests, but the overhead of managing sheets this way is restrictive, time consuming, and more one-sided than collaborative. A possible solution, yes, but a poor one if you work in teams or on long term projects.
If one must first make a request for an UR to change a row, then receive and process the UR using a popup instead of doing it inline, every single time they need to record their work on the project then they will simply stop using the platform. It's already hard enough to get people to consistently record their work even when its so easy with Smartsheet, but add those extra steps to it and boom - there goes your user participation. Add to that someone will have to actively manage the sheet and send out URs all day long.
As for Forms, this only allows them to add new data but not to change the existing data, so it does not actually allow them to edit a row.
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Chiming in to clear up a couple of things.
- People shared as Editors can't change or delete locked rows. You must be the sheet owner or shared to the sheet with Admin permissions in order to lock, unlock, edit, or delete a locked row.
- You can edit some sheet data from a report. However, you must have at least Editor permission on both the sheet and the report.
For more information on cells that can't be edited from a report, see: https://help.smartsheet.com/articles/522214-creating-reports#modify
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This is the OP:
"I was wondering if we can keep people from being able to remove a row - while still allowing them to edit information?"
So, about your points:
- If a row is locked, then they can't edit it, so that does not address the OP.
- Technically they could do it all through Update Requests, but OI!, the overhead!
If the person has edit rights to the report, and necessarily the sheet, then they can still access the sheet and delete any unlocked row, which also does not address the use case of the OP.
I hope that I'm wrong, and that Smartsheet has finally fixed this problem, but these recent posts make me think, 'no':
June 2021
https://community.smartsheet.com/discussion/80835/using-automation-to-create-copy-of-deleted-rows
May 2022
https://community.smartsheet.com/discussion/90947/recover-deleted-rows
May 2022
June 2022
https://community.smartsheet.com/discussion/91973/how-can-i-track-deleted-rows
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Hi @Brad Jones
I hope you're well and safe!
Great idea(s)! That would be a great addition to Smartsheet features.
I hope that helps!
Be safe and have a fantastic week!
Best,
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
✅Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up, Awesome, or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!
SMARTSHEET EXPERT CONSULTANT & PARTNER
Andrée Starå | Workflow Consultant / CEO @ WORK BOLD
W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35
Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.
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This is already something that I have submitted several times over the past 7 years.
With any luck, they will consider it.
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