Sharing a Folder in a workspace

Jeffrey H · 12/18/18

How can I share a folder with specific people in a workspace while limiting them from seeing other folders in the same workspace?

...It's been over two years since this feature was requested.

https://community.smartsheet.com/discussion/sharing-folder-workspace#comment-form

Andrée Starå · 12/18/18

Hi Jeffrey,

Unfortunately, it's not possible at the moment, but it's a great idea!

Please submit an Enhancement Request when you have a moment.

The way that it works today you would have to share each item one by one.

I hope this helps you!

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Mike L. · 12/18/18

I love being able to point the report builder to a workspace to sift through hundreds of files and 1000x transaction records to return only the data that I need to work with. But due to the sharing limitation that Jeffrey mentioned I started to put things in separate workspaces. This creates additional manual overhead in the report builder because the criteria for "where" in a query has become too difficult to manage. There's definitely something missing in the hierarchy, .... either folder sharing is needed or another grouping level above workspaces would go a long way to help with sharing and collaboration across many teams.

Jeffrey H · 12/18/18

Exactly.

I have to manually share 473 reports due to the fact that Smartsheet isn't well...to Smart.

43 unique folders x 11 sheets/reports/dashboards.

Jeffrey H · 12/18/18

Andree,

Thank you for the response but I'm baffled how this feature hasn’t been implemented yet.

I am now spending the day sharing 473 sheets/reports/dashboards instead of just having to share 43 folders.

Mike L. · 12/18/18

(fwell i guess it can't hurt, ....submitted)

Thank you for submitting your entry. A copy is included below for your records.

Smartsheet Product Enhancement Requests

Category

Sharing / Collaboration

Enhancement Request Summary

Share a folder or Workspace Groups

Description

My enhancement request is to allow custom sharing of folders in a workspace or add a grouping category above workspaces to allow more complex sharing between large numbers of teams.

Andrée Starå · 12/18/18

Happy to help!

Why don't you use Workspaces instead?

Best,

Andrée

Mike L. · 12/21/18

Sharing a folder is probably not a good solution unless there's a change to how the report builder looks at a location.

I believe the following is correct.

1) If you point the report builder to a workspace you query every sheet in the workspace. Sheet additions and deletions affect the records returned.

2) If you point the report builder to a folder the current contents become the where criteria so new sheets won't be looked at. I'm not sure what happens to deletions but it doens't really matter querying a folder isn't dynamic.

I think the ultimate solution is to allow greater flexibility with workspaces by adding workspace "groups". I can easily solve a lot of problems by putting things into separate workspaces but once you have a large number of workspaces how do you make a report to look at all workspaces?

Sharing a Folder in a workspace

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