Smartsheet: Sharing, Permissions, and Publishing

Name: Smartsheet: Sharing, Permissions, and Publishing
Author: Darren Mullen

Learn what sharing permission levels are available in Smartsheet and how to apply them

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Course: On-Demand

Hello, my name is Darren Mullen. And in these lessons, you will learn about sharing, publishing, and transferring ownership of Smartsheet items. Before sharing items in Smartsheet, a solid understanding of the different levels of sharing permissions is key. Smartsheet has five sharing permission levels. In order of the most restrictive to least restrictive, they are viewer, commenter, editor, admin, and owner. The permission level given to a user determines what a user can do with a given Smartsheet item. This infographic on Smartsheet's website lays out what each type of permission level can do when shared to a sheet or report. As you can see, these five options give flexibility when sharing items with collaborators. This lesson will not cover all use cases, but I wanted to point out some key use cases for each permission level, particularly as they apply to sheets. The viewer level is useful when sharing a sheet when you do not need the user to enter any information on the sheet. Commenters have permissions similar to a viewer, except a commenter is able to add comments and attachments on a sheet. This is useful if you wish to keep the collaborator from editing data in the rows, but still want them to be able to leave comments and add attachments. Editors have additional privileges which allow them to make lasting changes to a sheet such as editing row data, sorting rows, and some changes to sheet formatting. Editors cannot edit rows that have been locked, nor can they change the order of columns. Admins have almost full privileges on a sheet with two exceptions. They cannot delete a sheet or rename it. Otherwise, admins have full control to change all other aspects of a sheet such as locked and unlocking rows and columns, and can even edit data in locked rows. Owners have complete control of the sheet from creation to deletion of the sheet. Thanks for watching. Stay tuned for the next lesson where I will show you about the different sharing methods available in Smartsheet.

Beginner Provider : Darren Mullen 7 Lessons · 29m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

Businesses rely on collaboration between individuals, internal departments, and external stakeholders. Smartsheet includes powerful sharing features to not only enhance collaboration between all of these stakeholders, but also the ability to limit which data is shared. Smartsheet supports sharing between Smartsheet users and allows the publishing of key items for sharing and collaboration with non-Smartsheet users. The module will answer such questions as how to allow view only access to specific items, how to publish an item for viewing by external stakeholders, and how to allow users to participate in sheet conversations but not edit data.

In these lessons, you’ll learn about the different levels of sharing permissions available in Smartsheet. We’ll also look at different ways to share items and workspaces in Smartsheet, including sharing with both internal and external stakeholders. Finally, we’ll explore some of the special sharing and collaboration features available in Smartsheet reports, such as how to share dashboards and how to transfer ownership of individual Smartsheet items or even entire workspaces.

What You'll Learn

Identify Smartsheet's sharing permission levels
Describe the publishing options available for each type of Smartsheet item
Explain how to share individual Smartsheet items and workspaces with internal and external stakeholders
Share reports and dashboards using Smartsheet's collaboration features
Transfer ownership of individual Smartsheet items or entire workspaces
Configure access so users can view items, participate in sheet conversations, or be limited from editing data

Key Takeaways

Smartsheet provides sharing features that enhance collaboration between individuals, internal departments, and external stakeholders while also letting you limit which data is shared.
Smartsheet supports sharing between Smartsheet users and allows publishing of key items so non-Smartsheet users can view and collaborate.
You can grant view-only access to specific items and allow users to participate in sheet conversations without editing data.
Items and workspaces can be shared with both internal and external stakeholders using different sharing methods.
Smartsheet includes special collaboration features such as sharing dashboards and transferring ownership of individual items or entire workspaces.

Frequently Asked Questions

What does this course cover?

It covers the different levels of sharing permissions in Smartsheet, different ways to share items and workspaces with internal and external stakeholders, publishing Smartsheet items, and special sharing and collaboration features such as sharing dashboards and transferring ownership of items or entire workspaces.

Who is this course for?

It is suited to people who collaborate in Smartsheet across individuals, internal departments, and external stakeholders, and who need to share data while controlling which data is shared.

Can I share Smartsheet items with people who are not Smartsheet users?

Yes. Smartsheet allows the publishing of key items so they can be viewed and used for collaboration by non-Smartsheet users, and the course covers how to publish an item for viewing by external stakeholders.

What lessons are included?

The lessons cover Smartsheet Permission Levels, Sharing Methods, Reports and Sharing, Dashboard Sharing, Sharing Permissions, Publishing Smartsheet Items, and Ownership Transfer.

Will I learn how to limit what others can do with shared data?

Yes. The course explains how to allow view-only access to specific items and how to let users participate in sheet conversations without editing data.