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Allowing Team Members to update Smartsheet
I wanted to give the ability to my team to update Smartsheet directly. However Editor access has the ability to do too much, e.g. delete row. If i lock the row, team can't edit Status, % Complete and Comments, which is truly what i want the team to update.
Comments
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J. Craig Williams ✭✭✭✭✭✭You might try Update Requests.
Or locking the columns, not the rows.
Hope that helps.
Craig
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Sham K ✭
Unfortunately update requests means i need to push to get the update. I would like people to do this themselves. Locking the columns and not the rows still allows someone to delete the row once they have Editor access.
Thanks
Sham
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J. Craig Williams ✭✭✭✭✭✭
Sham,
Why would they want to delete the row?
Craig
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Sham K ✭
I'm trying to prevent the accidental deletion of a row.
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J. Craig Williams ✭✭✭✭✭✭
Sham,
OK. The alternative is not fixed with Smartsheet.
Craig
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Brad Jones ✭✭✭✭✭✭Sham,
This is something we have been crying
for here in the Smartsheet community. We simply cannot rely on hope that the user won't make mistakes. This is a data security issue, and needs to be fixed.I'll put my +1 here as well, but below are some identical and similar threads on the same topic of allowing editors some rights but not ALL rights like deleting the whole row.
August 2015
https://community.smartsheet.com/discussion/avoid-shared-person-delete-my-row
June 2015
https://community.smartsheet.com/discussion/rows-being-removed
March 2016
https://community.smartsheet.com/discussion/prevent-deletion-rows-if-it-contains-locked-cells
Related
https://community.smartsheet.com/discussion/find-deleated-items#comment-9452
For now, make sure that you have your backups scheduled.
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Sham K ✭
Thank you Brad. I appreciate the follow up and information around this issue. I will keep fingers crossed that this is resolved soon since it truly distrupts collobation ability by allowing teams to be efficient as well as keep our project plans secure.
Similar to many others who have commented, I also regard this as a defect or bug, as opposed to a future enhancement to be considered for implementation.
Best Regards and Thank You.
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Brad Jones ✭✭✭✭✭✭
I was soooo hoping that this bug would have been solved with the latest update of SS, but alas it is not. While we have new integration features with other programs, sadly we are still stuck with this really big problem. We only have real data security if we don't share with editing rights - or create lengthy workarounds with reports or manual update requests.
SS, PLEASE fix this.
If it's not going to be fixed soon, please suggest a practical workaround where I can share a 1300 row 25 column sheet with teams, and only let them edit the last 10 columns, AND not allow them to delete any rows.
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If you just publish the link to them and you have locked the row that should achieve what you're trying.
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Brad Jones ✭✭✭✭✭✭
Tony,
Thanks for the idea, but when I tested this it does not achieve the objective. The goal here is to prevent deletion of rows that are NOT locked. Such that users can access some of the cells within the row and still not be able to delete the entire row. If I publish and lock the row, it works the same as if I share and lock the row - the user cannot delete the row and the cannot edit anything in the row. So it's showing information but not collaborating.
The current program is risk the whole row or nothing at all, and that's a very bad model considering that we don't have true sheet/workspace backups that preserve cell history and formatting.
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Ok..seems like a[email protected]scenario..
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J. Craig Williams ✭✭✭✭✭✭
Seems like the easiest solution would be elevate the privilege required for row deletion to the Admin.
Or am I missing something?
Craig
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just because I've never done that..can you describe how that would be done?
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Kennedy Stomps EmployeeHi Tony-- I think Craig was suggesting that as a product enhancement, as it's not something that's available in Smartsheet right now. It's something our development and product teams are currently working to figure out the best solution for.
For many users, it's important to their workflow that editors can delete rows, so I believe we're going more in the direction of providing better backup and sheet history systems, rather than significantly changing the permission levels that exist right now. Of course, these development goals could always change, this is just where we stand right now!
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ok thanks Kennedy!
for here in the Smartsheet community. We simply cannot rely on hope that the user won't make mistakes. This is a data security issue, and needs to be fixed.Categories
HAS() will only return true under three conditions.<\/p>
- The cell is a multicontact cell and contains a match for the contact<\/li>
- The cell is a multiselect dropdown and contains a match<\/li>
- The cell is not a multicontact or multiselect dropdown and contains ONLY and EXACTLY the text you are matching against. <\/li><\/ol>
I am assuming your row in question is a standard Text\/Number cell? If so, you will need to get somewhat creative with some CONTAINS() statements.<\/p>
This will narrow down your matches to only cells that contain a space both before and after TAC. If, however, TAC can appear as the first or last \"word\" in the cell, it would not match in that circumstance as there would only be a space on one side.<\/p>
=IF(CONTAINS(\" TAC \", [Column Name1]@row), 1, 0)<\/p>
<\/p>If TAC can appear as the first or last \"word\" in the cell, this will cover those possibilities as well.<\/p>
=IF(OR(CONTAINS(\" TAC \", [Column Name1]@row), LEFT([Column Name1]@row, 4) = \"TAC \", RIGHT([Column Name1]@row, 4) = \" TAC\"), 1, 0)<\/p>
<\/p>If it is possible that TAC will be the exact entry of the cell, you will need an additional statement to cover that, as there would not be spaces on either side. This will add that option.<\/p>
=IF(OR(CONTAINS(\" TAC \", [Column Name1]@row), LEFT([Column Name1]@row, 4) = \"TAC \", RIGHT([Column Name1]@row, 4) = \" TAC\", [Column Name1]@row = \"TAC\"), 1, 0)<\/p>
<\/p>If there are other situations you may have in your sheet, i.e., TAC inside parenthesis, or before or after punctuation, etc, you will additional statements to include those options as well.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"}]},{"discussionID":109146,"type":"question","name":"Identify Workflow from ID?","excerpt":"Good morning, got a random one. Is there any way to identify what sheet or workflow an automation ran from? I got a rogue automation this morning, and I don't know what sheet it lives in. However, I noticed at the bottom of the email, there is an ID number, similar to a sheet or row ID. Is there any way, maybe with the…","snippet":"Good morning, got a random one. Is there any way to identify what sheet or workflow an automation ran from? I got a rogue automation this morning, and I don't know what sheet it…","categoryID":321,"dateInserted":"2023-08-18T14:25:47+00:00","dateUpdated":null,"dateLastComment":"2023-08-19T08:29:31+00:00","insertUserID":137019,"insertUser":{"userID":137019,"name":"Samuel Mueller","title":"","url":"https:\/\/community.smartsheet.com\/profile\/Samuel%20Mueller","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/B9G8B70WXQWC\/nKTI46EH9WQOM.jpg","dateLastActive":"2023-08-18T20:30:29+00:00","banned":0,"punished":0,"private":false,"label":"Overachievers"},"updateUserID":null,"lastUserID":161820,"lastUser":{"userID":161820,"name":"Hamza1","title":"Mr","url":"https:\/\/community.smartsheet.com\/profile\/Hamza1","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-20T04:58:20+00:00","banned":0,"punished":0,"private":false,"label":"Moderator"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":4,"countViews":49,"score":null,"hot":3384804918,"url":"https:\/\/community.smartsheet.com\/discussion\/109146\/identify-workflow-from-id","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/109146\/identify-workflow-from-id","format":"Rich","tagIDs":[227,334,448],"lastPost":{"discussionID":109146,"commentID":391519,"name":"Re: Identify Workflow from ID?","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/391519#Comment_391519","dateInserted":"2023-08-19T08:29:31+00:00","insertUserID":161820,"insertUser":{"userID":161820,"name":"Hamza1","title":"Mr","url":"https:\/\/community.smartsheet.com\/profile\/Hamza1","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-20T04:58:20+00:00","banned":0,"punished":0,"private":false,"label":"Moderator"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"image":{"url":"https:\/\/us.v-cdn.net\/6031209\/uploads\/EYR2B79VH1AY\/image.png","urlSrcSet":{"10":"","300":"","800":"","1200":"","1600":""},"alt":"image.png"},"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-18T19:37:53+00:00","dateAnswered":"2023-08-18T19:10:30+00:00","acceptedAnswers":[{"commentID":391468,"body":"
Yeah. That does sound like it could take awhile. Haha. And if you knew the sheet I'd, you'd be able to just jump to it in SS instead of needing the api.<\/p>
<\/p>Maybe a product enhancement request to expand the workflow portion of the api to include the sheet id is in order.<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":227,"urlcode":"api-and-developers","name":"API and Developers"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":448,"urlcode":"workflows-in-smartsheet","name":"Workflows in Smartsheet"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">
